Grants Management Transcript - SIMBA
0000The Pennsylvania State UniversityProject SIMBASIMBA OCM TrainingGM130Grants ManagementRecordingLast Updated: DATE \@ "dddd, MMMM d, yyyy" Thursday, July 30, 2020Grants Management – RecordingContents TOC \o "1-4" \h \z \u Grants Management Transcript PAGEREF _Toc46928544 \h 3Course Overview PAGEREF _Toc46928545 \h 3Grants Management Overview PAGEREF _Toc46928546 \h 8Award Setup PAGEREF _Toc46928547 \h 13Billing PAGEREF _Toc46928548 \h 35Budget PAGEREF _Toc46928549 \h 40Grant Maintenance PAGEREF _Toc46928550 \h 54Reporting PAGEREF _Toc46928551 \h 58Course Summary PAGEREF _Toc46928552 \h 67Disclaimer PAGEREF _Toc46928553 \h 72Alternative Format Statement PAGEREF _Toc46928554 \h 72Statement of Non-Discrimination PAGEREF _Toc46928555 \h 72Grants Management TranscriptCourse Overview[Beth Woodell] Okay, so we are recording. Thanks, everybody for attending this afternoon. I hope you're having a good Monday. I'm Beth Woodell, your instructor for Grants Management 130. And I'm delighted you're all here. I'm excited to be sharing a little bit about SIMBA with you. Just so to know, this is on paper scheduled to be an all week course. In practice, I may not need the entire 12 and a half hours, but we'll see how it goes. I think we have a good sized group. I encourage questions and more importantly, I encourage answers. So I just want to share a little bit about what I know about SIMBA and about grants management. So you should have, as Patty pointed out, two pieces of training material. And if we were doing this in an in person, instructor led training class, we probably would have disseminated these to you, I don't know if it'll be in print, but certainly you'd have them with you somewhere. So you should have them nearby. The PowerPoint presentation and the exercise packet should have been sent out to you probably last week. So what we intend to do in this class is just show you a few of the tools that folks in the post award part of the grants process will need to perform various grants management transactions. I think some...the introductions are in order. Patty kind of introduced us a little bit, but I always like to get these things formally out of the way. The slide that's on your screen right now is not in your packet. It's just something that I wanted to do to put a face with a name. First, a little bit about me I'm delighted to be here. And thank you for having me because I am not a Penn State employee, much as I would like to be, I think it would be a pretty cool job. I'm actually one of many contractors that was brought in to teach SAP/SIMBA to the university community. I have been an SAP user for about 21 years. And before that my first career within academia, I've held four academic positions, excuse me, six positions at four different public universities, again on the academic side, including almost 12 years at University of Maryland. So I am a turtle, but I hope you won't hold that against me too much. And due to the miracle of remote conferencing now, we can teach from anywhere so I am speaking to you from just outside Ocean City, Maryland, which sounds like it'd be a great place to live but it's only about 68 degrees here today. So not today. Patty, how about you? Do you care to introduce yourself to the audience?[Patty Nordstrom] I'd be happy to. This is Patty Nordstrom, I will be moderating. I'm the one who'll be working behind the scenes, keeping an eye on the Q&A pod and such. I'm an instructional developer for SIMBA. I am a Penn State employee and have been for quite a while. My home unit is Penn State IT Training and Development. And it is my pleasure to be here today. Again, if you have questions or comments, you can go ahead and post them in the Q&A pod. I know that the class goes as the other ones have, we're ready to ask people to introduce themselves. If you don't have access to a microphone, you're more than welcome to type information about yourself in the Q&A pod. And then we can relate to the rest of the group.[Beth Woodell] Thanks for that Patty. And now it's easier for me to just put the roster up on the screen so everybody can see everybody else is supposed to be in the class. So I'm just going to run right down this list. And so when you introduce yourself, tell me who you are, what you do here at the university, if you're at University Park, tell me what department or college you're in. If you're at a Commonwealth campus, you can tell me that as well. And the icebreaker question of the day, usually it's something fun and not related SAP, but today I want to get a handle on what your training needs are. So tell me one thing that you hope to get out of this week's class. Starting with William. Obviously, take yourself off mute or if you're typing, if I don't hear you, I'm assuming that you're typing. And tell me what you do in life as we know it. Okay, so I'll tell you what, Bill. I'm going to go on to Bradley. We will come back to you in just a moment. Bradley, I need to ask. I am acquainted with another young man named Bradley King originally from Baltimore and his father is a judge in Baltimore City. That wouldn't be you. would it?[Training Participant] No, born and raised in State College actually. So.[Beth Woodell] That's okay. So you're all Pennsylvania. Okay. So that's okay. So what do you here at the university?[Training Participant] I'm an assistant Financial Officer for the College of Earth Mineral Sciences.[Beth Woodell] Okay, excellent. And what would you like to get out of our class this week?[Training Participant] I'm hoping to be able to sort of translate what we currently do with pre and post award and... in IBIS and SIMS and see how that's going to work in SIMBA.[Beth Woodell] Okay, excellent. Well, the transition from old systems to new systems is always a big component of an entire implementation like this. As I mentioned, since I'm not a university employee, I don't have hands on experience with IBIS, but I've learned a little bit about it just from teaching these classes and talking to people. So where I can, I will try to point out those inflection points, what's the same and what's different, so hopefully I'll be able to ease the change management portion of this transition. Next on my list there is Erlee. What do you do in life as we know it, Erlee?[Training Participant] I am the Assistant FO at the College of Medicine. I specialize in research accounting and departmental finance.[Beth Woodell] Okay, so do you work on both the pre award and post award side?[Training Participant] I have in my career, but now I focus on the post award side.[Beth Woodell] Okay. Don't be afraid to pipe up about any concepts about pre award, there is a separate class for that which I am not teaching. So because I'm not privy to that information, there may be some commentary that would help the participants and again, making that transition from old to new. And I'm delighted to have you.[Training Participant] Thank you. So what training is for the pre award folks?[Beth Woodell] The catalog number is GM110. I believe the name of the course is Research Accounting.[Patty Nordstrom] That is correct. That's what it's called.[Training Participant] Okay, so it would not benefit any of our pre award folks to take the GM130 class, is that correct? Because I'm in the middle of getting them signed up now.[Beth Woodell] Oh, it's not for me to decide if you should or shouldn't, but there's not a lot of time before we go live, we have less than three weeks so if they had to pick one course that should be GM110. This is mostly post award, what I'm going to be talking about.[Training Participant] Okay, thank you.[Beth Woodell] All right, thank you. And next on my list, I have Jing. Jing, are you able to take yourself off mute and introduce yourself? If not, you can introduce yourself in the Q&A.[Training Participant] It's me. Yeah, can you hear me? This is Jing. I'm from the College of Engineering research office, on our pre award site.[Beth Woodell] Oh, okay. So maybe you're one of the people that Erlee really was referring to, if you're here, great. If you're on the preaward, do be aware that most we're going to be talking about his post award and I hope you get an opportunity to take the GM110 if you haven't already. And next on my list I have Michelle, I guess...Michelle, do you go by Shelly or Michelle?[Training Participant] I go by Shelly and I work in University Park in the commonwealth campuses office. And I work with the financial people there: Patty Cochran, Susan Smith and Karen Kyle. So they're basically the financial officers over all the other financial officers of the commonwealth campuses, but I do some of their projects with them, and a little bit of IBIS so just trying to learn SIMBA as it comes along.[Beth Woodell] Okay, sounds like you're in the right place. Actually, that's that sounds like a pretty important job, keeping everybody in line. Next I have Kevin. Kevin, if you're able to, you can take yourself off mute and introduce yourself.[Training Participant] Okay, can you hear me now?[Beth Woodell] Sounds good.[Training Participant] Yes, I'm the Financial Officer at the Applied Research Lab and we're working with research accounts on a regular basis, post award activities and rate submissions and reporting out of actuals. So I'm a multi decade user of IBIS. I'm interested in the transition and learning whatever I can about the SAP.[Beth Woodell] Okay, excellent. So you've been in it for quite a while. So this is going to be a key change for you, I take it. So I gather that you work with Bill because he introduced himself in the chat saying I'm a financial manager at ARL. You work side by side, I take it?[Training Participant] Yep. He's on our team, on our program finance team. Yes.[Beth Woodell] Okay, excellent. Now, I know it's a big team because ARL is a big unit. And I've had some of you ARL folks in every one of my classes, so welcome and glad you're here. Next we have Shannon, what do you do in life as we know it, Shannon?[Training Participant] I work in a University Park campus for the College of Liberal Arts within the center called the child studies Center. Pre award and post award.[Beth Woodell] Okay, so you're bilingual, you speak pre and you speak post.[Training Participant] Yes, I do mostly post but there's a big component of the pre award that goes into the post.[Beth Woodell] Okay, excellent. Those of you that are involved with pre award will have to keep me honest when I discuss that process again, because there's some aspects of pre award that I'm not privy to that folks have simply told me about so that I could pass it on to students. So if I say something that doesn't sound right, feel free to just mention it, raise your hand, or just ask a question and we'll get it figured out. So next on my list, I have Robin, what do you do here?[Training Participant] Hi there. I'm Robin Riglin. I'm the Senior Associate Director in the office of sponsored programs. And we're not really pre or post we're sort of in between. So, but what we do kind of bridges the gap. And I'm interested in seeing things like how we enter information on the statement of award, the post award and how the account's set up. And I also personally do a lot of the data reporting for national surveys. So I kind of want to see the status of the reporting function. [Beth Woodell] Okay. Well, if all goes according to plan, we'll probably be discussing reports on Thursday. That seems to be how the pace of this class is going. So put a bookmark in Thursday. And we will try and hammer out as many questions about reports as, as we have, so keep that in mind. I think some of what you're asking probably will be covered in other classes, but we'll go to this curriculum. And if there's anything at the end that is still outstanding in your mind, definitely remind me and we'll get you the answer by hook or by crook. So next on my list, I have Rebecca, what do you do in life as we know it? Okay, so Rebecca walks in CIRO. We've had some CIRO folks over the days, so welcome, you manage sub awards for post award activities. Excellent. We are going to be talking a little bit about on reviewing sub, sub awards, maybe not creating them in SIMBA, but definitely seeing sub awards that have been entered and how to at least initiate the invoice process for sub awards, so I hope that'll be useful to you, welcome. Looks like we have two Michelle's in the class, which is, I guess it's a good thing why Shelly goes by Shelly. So Michelle Smith, what do you do in life as we know it?[Training Participant] I am the Assistant Director for pre award in the College of Engineering. I actually work in pre award and our office intends to have all our staff sort of cross trained at least on a basic level between pre and post. So we want to kind of have a basic understanding of the function or the post award side. [Beth Woodell] Michelle, let me ask you, this. Have you taken the GM 110 course? No. [Training Participant] That was not on... That's more for Research Accounting, it looks like from what I saw, which is different from what we do.[Beth Woodell] Okay. I was just curious to know if anybody that was touching pre award was being asked to take that class. You are right. It is really more for the Research Accounting folks. So it's okay if you haven't, and I'm not telling you you should. I just wanted some feedback on that class. How about Greg, what do you do in life as we know it?[Training Participant] So I am a financial coordinator in the finance office for the Senior Vice President for Research. So the more I would say about post award focus on things, basically just monitoring the expenses on general unrestricted accounts and making sure compliance and regulations are being followed, you know, by the sponsors and also Penn State policies.[Beth Woodell] Okay, excellent time sounds like you're in the right place. We do talk a little bit about what's allowed and what's not allowed on these records. So I hope that aspect of the course interests you. So we have two Stephanie's. First in alphabetical order is Stephanie Wehnau, what do you do in life as we know it? And did I pronounce your name properly?[Training Participant] It's Wehnau... it's kind of like I know, you know, we know, but it's fine. It's actually very close. I work at the Center for survey research at Penn State Harrisburg, I direct the center there. I don't do a lot currently in IBIS, mostly I'm just approving documents. And I work closely with a colleague who is more responsible for doing more of kind of the day to day work in the financial software. But moving forward, I'm typically a principal investigator on research, so I would be most interested in reporting and things that can help me communicate with our sponsors. And just kind of knowing where things are in the process. So reporting is kind of what I'm hoping to, to learn more about during this training. [Beth Woodell] Okay, excellent. Glad to hear that. Jessica, how about you? What do you do in life as we know it?[Training Participant] I am a research accountant on grants for the College of Medicine in the Controller's office. So I basically just have oversight over various departments expenses, and are they allowable, and monitor their spending and kind of just oversee their whole... the life of their grant.[Beth Woodell] Okay, and were you in that Research Accounting training session? [Training Participant] No, I am post award I am not pre. [Beth Woodell] Okay, so you're strictly post Okay, well, I'll meet somebody that took that class at some point. And Stephanie Wood.[Training Participant] Hi everyone. I am the Financial Officer at the Schuylkill Campus. So I deal mostly with the faculty members post award, helping them with reports. Our our grants are kind of few and far between at the campus. So I'm hoping to get a lot out of this course that will help me help them. I'm hoping to get a better understanding of the whole process. [Beth Woodell] Okay, excellent. It's a great group. Looks like we have a good cross section of the university, plenty of Commonwealth campus representation, plenty of people from University Park as well. So let me put this whole course in perspective. Nobody in this implementation thinks that this one course is going to tell anybody everything that you all need to know about SIMBA. It is one aspect, or one facet of an overall trading strategy. So don't be surprised if there are other training events that you might want to take or be asked to take. Don't be surprised if there's training post go live. I know there's at least one course for example, that addresses grants analysis that is going to delve deeply into advanced reporting techniques. So this is the beginning of your journey, it's definitely not going to be the end. Some of what I say may be amplified in some of your future trainings, and certainly once you get to go live in SIMBA. So we intended this course to be mainly for post award employees, mostly research office, budget administrators or anybody else that's working with grants and budgets post award. Disclaimer again, because I am not a Penn State employee, I don't know really much of anything about IBIS. I will tell you that a little bit that I know about how it used to be, but mainly what I'm going to be focusing on is how we're going to do things moving forward in SIMBA. There are four prerequisites for this course, they were all elearning. You can see them up on the screen right now. I understand some of you may not have had a chance to take them. Some of you may have taken them when they first got rolled out, which, if I recall correctly, was back in April and you may not have remembered everything that you saw, and I get that. So along the way, I probably will be stating some principles and describing some tasks and concepts that are a review, or reinforcement of material that was covered in any one of these prerequisites. So, I hope you'll forgive me if, for some of you, you may have heard this stuff already. But we all learn from repetition to a certain extent. And so part of what I want to do is reinforce what you've already been introduced to on a beginner's level as we go in and take a look at these new tasks and new procedures that you're going to be learning. Nobody is going to kick you out of the class if you haven't had all four of these prerequisites, it's quite alright. So, now you can see on the screen, all of the objectives that I hope to cover with you this week, and again, because this is kind of an overview, it's going to be at a fairly high level. And because you're not going to be practicing in an actual environment because you know, Coronavirus, otherwise we would have been practicing for real in a classroom. A lot of it is going to be demonstrations and me doing the exercises and you watching. But in overall, these are the things that I hope that you will at least, if not be able to do, at least describe how to do, or you can say, oh yes, I saw that done before and at least I know how to get started in SIMBA. So I'm going to show you how to display a grant record in the system, show you how to add master data to a grant. I will demonstrate how to upload an, an initial budget for a grant and also how to modify a budget. I can show you how to modify some sub award information on a sponsored program. I'll give you a basic overview of the billing process and where to go to look for certain data and information in a billing plan for certain kinds of grants. And everybody's favorite, run a few reports that exist in SIMBA. The past couple of weeks, some people have been asking for reports that are over and above this curriculum, and I'm also happy to do that as well. We have so many reports in SIMBA that can be run on demand. So some of them may be very interesting to you. Also, some of you may be involved with grant closeout. So, I'll show you a couple of different procedures that post to where people can do when performing the closeout process.Grants Management OverviewSo, before I give you a little bit of the overview of the award setup process and what it's going to look like in SIMBA, I want to give you a little bit of background about SAP, the background program that Penn State has branded as SIMBA. Which I have to tell you is incredibly clever logo. You guys really work that lion theme throughout everything. And I'm actually kind of envious that I didn't think about it myself. But SIMBA is SAP, which is a commercial program. It's been around for almost 50 years now. They'll be celebrating their 50th anniversary in 2022, not that far away. And I have taught SAP and written instructional design and development for SAP for about, I would say maybe 50 to 52 implements with public and private sector, manufacturing companies, state and local governments, and so forth. So it is a very well known, I don't want to say popular, but highly utilized program. Lots of universities around the country use SAP for their finance module. Duke uses it, Kentucky uses it. It's got like a whole little final fourth thing going there. University of Cincinnati, University of Nebraska, Purdue, Johns Hopkins, all kinds of large and small, private and public universities, as well as other kinds of organizations use SAP. I tell you that to tell you this one of the selling features of SAP is its modular nature. When an organization approaches SAP and says we want to implement your system to do our business processes, we want to be able to pick and choose what parts of the program are useful to us. SAP is sold in kind of old cafeteria style. It's a modular format. So SAP has a few dozen different modules that could be implemented by an organization depending on what their needs are. For example, when I teach SAP at a private company that manufactures things, there is a manufacturing module, which naturally Penn State wouldn't need because we don't make software, we're not manufacturing anything, maybe on a small level, but certainly not on a mega manufacturing level that other companies do. So they would implement manufacturing, but we wouldn't. Other organizations may implement human resources or payroll, whereas we might be using another program. Some may be implementing the sales module, whereas we may or may not be doing that. So the reason I mentioned the modular nature of it is that when 10 stages implementing SAP, they are implementing the modules needed to make all of our finance and financial reporting processes more smoothly integrated, speaking to one another, the systems in real time, and coordinating information exchange among, not only all of the campuses and all the departments at university park, but also with our external agencies, some of them might also be using SAP. So our sponsors, our vendors, and our customers. So when we describe grants management as a module, we're saying that it is a segment of SAP that coordinates data with other modules that Penn State is also implementing. So the idea is the Grants Management module allows us to budget, identify, and record sponsored funding. It allows us to distinguish between allowable and disallowed costs and charges. We can bill and report sponsored amounts, and then those amounts talk directly, or actually indirectly, I should say to the finance module so that we can perform processes like invoicing and also financial reporting. We're going to be using SAP and the Grants Management module to record and report both costs and revenues. And then of course, we mentioned it several times, the external and also the internal reporting. So reporting to university leadership, to Commonwealth leadership, and to our sponsors and other stakeholders. So that's the whole point of this slide.There are a couple of other modules that grants management is directly integrated with. Grants management is actually a sub module within finance. And so, at this point what I want to do... this is not in your packet, but it is in, I believe it's in finance 101... I need to pull up a little chart. And this will give me a way of introducing to you how the various financially related modules coordinate with one another and also a little taste of the change function as we're moving from IBIS to SIMBA. Can everyone see a screen that looks like...it's snag it actually and I have a screenshot of a slide called master data by SAP ledger. Can everybody see that okay? Raise your hand if you can't, or you can put it in the Q&A if you can't. Okay, not hearing or seeing anything, so I'm hoping you're all okay with this. So usually when finance is implemented in SAP at an organization, they implemented the finance module and that's where the chart of accounts resides. That's where the general ledger accounting resides. So, those of you that do have accounting degrees and you took tons of financial accounting courses, it all has to relate to the FI, or finance module in SAP. Now, if you ever took a course called managerial accounting, in SAP speak, we refer to that as controlling. Some of you may also say controlling as well as managerial accounting. So there is a module called controlling which in our world, is going to act as kind of a conduit from the finance module, conveying General Ledger information to the Grants Management module through yet another module called funds management. Yes, Bradley. You have a question?[Training Participant] I accidentally hit the button. I'm sorry. [Beth Woodell] Oh, okay. You're definitely not the first person that's ever done that. I know my touch pad's pretty sensitive. So that's okay. So controlling, the SAP module, conveys information to the Grants Management module through another module that also is being taught elsewhere during the training month here at the university, called funds management. Funds management basically, is where the budget is maintained in SAP and where comparison of budget to actuals is done. So, there are functions inside the funds management, or FM, module that compare budget versus actuals. We can analyze our spend in there. And both data conveyed to grants management directly. So it seems like kind of a roundabout way of getting to where we're going, but it only has to do with the overall architecture of SAP. I have seen the FM module implemented in public governments as well, state and local governments. They use the funds management module extensively to manage their budget and their actual spend and revenue as well. So part of the reason I like this little chart or table, if you will, and again, I think this came from the FI 101 online learning, is that as we move from IBIS to SIMBA, the terminology is going to change. And we're also trying to bring the terminology kind of in line with generally accepted accounting principles to a certain extent. I'm not going to explain every single term on this table, but I'll talk about it a little bit. At least every line, a little bit. First of all, I am told that whatever you use to call a reporting entity in IBIS, it's going to be called the different things depending on what module of SIMBA you're in. Depending on the procedure you are doing, or you're, you're processing, you may see a field called company code for controlling area or funds management area. What is a company code? In the FI module, the company code is the highest level of responsibility for which a complete set of financial reports can be drawn up for external reporting, which in our case would be our sponsors and the Commonwealth. I've been at companies that have multiple company codes depending on for example, what country they're doing business in. I see my company code 1000 would be US. 2000 be Canada, 3000 would be Germany, 4000 to be Israel, and so forth and so forth. Here at Penn State, we're not getting that deep into it. Wee have one company code. It happens to be code 1855, the year the university was founded, and we'll never have to worry about it again. However, you will see that number on various screens and that's why it's something that you need to know. Oh okay. So Erlee just... as soon as I see somebody raise their hand, I have to go look and see what it is. Okay, so Erlee says, "GM110 is for central Penn State users at University Park only, college campuses in departments are not able to take 110. Both pre and post should be taking 130." Okay, thanks for that Erlee and I won't try to sell anybody on GM110 anymore. So that helps me quite a bit. Not that I was trying to sell it but I didn't know if some people were taking both.So in the controlling module, that's sometimes referred to as a controlling area, same number, 1855. In funds management, you may see that same field called a funds management area and there's only one funds management area, 1855. So again, those are just fields that you may see on various SAP screens. We can't delete those fields, we can hardwire them in the future, so we won't have to enter them. But you may see them on certain screens and because they are at a high level of responsibility, that's why they're there. Your funding source, that's one thing that's not changing. My understanding is what you used to call a fund we're going to call a fund. So that's one less thing you have to learn. A fund is a fund is a fund. That's good. Now, your object codes. I have not seen object codes in IBIS. I am told that we're going to call them general ledger accounts now and for you, real accountants, I hope that this will be amenable to you something you're probably very familiar with. In the finance module, SAP refers to those accounts as a GL accounts. Gl, or general ledger accounts, they're always going to be eight digits. And they will follow a numbering convention that I see in many companies in terms of generally accepted accounting principles. I won't tell you the whole numbering scheme, but I can tell you that if the GL Account Number starts with a 4, it's a revenue account. If it starts with a 5, it's an expense account. You'll see those represented in the controlling module in something called a cost element. In funds management, we refer to those as commitment items. And in grants management in particular, and this will be useful when we create and upload our budgets, we refer to those as sponsored classes. So full time salary, that's a sponsored class, there's the GL account for that. Travel, domestic travel, international, those are sponsored classes. Utilities, tuition, postdoc salaries, those are all different sponsored classes. Each one of them is going to have their very own sponsored class which coordinates with a GL account in the chart of accounts, and there's only going to be one chart of accounts. So what you used to call a function code in IBIS is now going to be called a functional area. Excuse me, there are nine functional areas. What you used to call an organizational unit is now going to be called a business area in SIMBA. I believe there are going to be 69 different business areas, and we will see some of those away we go into some of the master data records. You're going to have a cost collector, I think this is what you used to call a budget or an account. Normally in, excuse me, in the finance module and the controlling module, we call that a cost center. So it is an area of responsibility for capturing costs. That's the official SAP definition. Over in funds management and grants management, we call that a funds center. So we will see those numbers on various records as we go along. For, I believe what you used to call an account, for non-ARL units, we're going to be working with an object called an internal order. That is simply a cost collector where we are charging those costs to. ARL people are going to be using a WBS element. If you're familiar with Project Management, you know a project often gets broken down into smaller segments or components of the project. Those are work breakdown structure elements, or WBS elements, and those are going to be your cost collectors for your ARL and your large capital projects. In FM, we call it a funded program, in grants management, we call it a sponsored program. And you'll be seeing those probably today. And then happily, the term grant is not changing. A grant is the grant is a grant. And I think we all understand what a grant is because I don't think there's anybody here that's new to this whole process, you all said you have at least some years of experience. So it's nice to know there's some things that are not changing. Your award is your grant. Questions about terminology? With your kind permission, I'm going to go ahead and close snag it. If I need to come back to that chart, I'll probably pull it back up again. But I think you get the idea in terms of terminology. Also, if you use the old IBIS terminology with me, that's quite alright. I know old habits die hard. So if you're still thinking of it in terms of an object code or function code that's perfectly okay.So here is our vision of how the overall grant management process is supposed to work post award with a little, little bit of pre award in here as well. And if you're following along in your slides, I believe this would be slide nine in your packet. It's slide 10 on mine because I inserted a slide. So here's how we envision this happening. First, we get our award. It's always a happy occasion right when we get our award. So we get the notice of award and in SIMS, which, again, is a program I have not worked with. I've seen a little bit about it. I've seen a demo of it. But I've never done it hands on because I'm not a university employee, but my understanding is the initial award, at least for now, is going to be created in SIMS. And there are folks who are taking class on how to do this. So they create the award, they create one internal order to go along with the award. So at least in the beginning, it's going to be one award, one grant, one internal order. And one sponsored program, because remember what we think of as an internal order in finance needs to be called a sponsored program over in grants management. It is possible for an award to have more than one internal order. My understanding is in some of your larger grants, particularly out of ARL, College of Engineering, probably some of the other larger units as well, you may have multiple sponsored programs under one award. And so if more than one need to be created, that can be done post award, my understanding is. Then we create, and when I say we, I mean, somebody at the university creates the grant. The grant is created in SIMS. And then you might wonder, well if it's done in SIMS, what does SIMBA have to do with it? Because SIMS is an external system, it needs to communicate data to SIMBA. And it turns out, it's a bi-directional process. SIMS and SIMBA are transferring data back and forth constantly, pretty much all the time. It wasn't like in old days where an external program might need to run overnight in a batch job. So if you put in a grant on one day, you'd have to wait until the following day, in the morning in order to see it populated. Not that way anymore. SIMS and SIMBA will transfer information like every five to 10 minutes or so. So the sharing of information is just about instantaneous. And so the information will be in SIMBA for you to use. So the grant is there. Grant Master Data is populated by the grants sustainers. That's what they're doing in the Research Accounting course. They probably have several as well, many probably fields that they need to fill in with just info about the grant at the time the grant is created. Also, a billing plan needs to be created, particularly for those grants that are billed to the sponsor on a periodic basis, as opposed to a milestone basis or resource related basis. This is actually done automatically. Nobody has to manually type anything in or enter data. And it's done in a different module all together. It's not even in the finance module. In SAP, just FYI, billing is a function of the sales module. And the reason it's there is that it needs to coordinate with finance, specifically accounts with receivables through sales. So, even though technically we're not selling anything, that's how SAP digests billing information, through sales. So sometime this week, I'll actually be showing you the sales orders and how the billing plans look in SAP. So we can ascertain some data about when invoices are sent to our sponsors, and we can see whether they've been generated, received, and paid or not. Once those items are in place, then we post award folks can create a budget for it and upload it into SIMBA. The creation of the budget is actually done offline using an Excel template. That is a for now solution. Eventually, so because this is a process that is not fully baked yet, but it will be soon, from what I heard, it's going to be done sooner than expected as a matter of fact. Budgets will be processed in SIMS eventually. But for right now, what we will be doing is creating a budget in Excel, uploading it into SIMBA, and it hits the GM module, grants management, and the FM module, funds management, as a result of our uploads. It is released through a workflow, somebody has to approve it. And then once it's released, that actual can be posted and then comparison of budget versus actual can begin to be done throughout the lifecycle of the grant. Eventually, when that process is fully baked, my understanding is it'll be housed more in SIMS than in SIMBA. But we can still do the comparison of actual versus budget in SIMBA. Then the next part of it is going to be an ongoing process. Grant life cycle maintenance, which is whether they create this in the pre award phase, the award phase, the pre-close phase, the closing phase or the closing phase, and no more costs may be posted to the grant. That is something that we do. That's something that I'll probably be showing how... to tell you how to do probably late Wednesday, early Thursday's class. There's not a lot to it but there are some techniques that do need to be done by the post award folks. That's us. So that'll be part of your training this week as well. Questions so far? Am I going too fast? Well, maybe I'm going too slowly? Okay, just right. Thank you, Robin. So I hit the Goldilocks zone there. It's not too slow, not too fast, it's just right. I feel like I'm going a little quickly, speaking wise. But that's because I'm excited about sharing all of this new information with you. A little bit about this footnote on this slide, talking about if the award is for a new sponsor than the sponsor must be created, there is going to be a master data maintenance team. Those will, I believe, includes central grants sustainers, as well as master data maintainers in other areas of the business. So let's suppose that we have a sponsor, I know we have thousands of sponsors that already give us money. We've been working with some of them for many years, but I have identified at least two sponsors out there that are not in SIMBA, at least not in the training environment that I've been looking at. And if they give us an award, it'll be there first, so we would need to create them as a new sponsor in SIMBA. That new sponsor record will be created, not in SIMS, but in SIMBA because there is an app for that, and it will be backtracked back to SIMS, so that whoever's entering the grant when we get the notice of that award will be able to populate the award in SIMS, using that new grant information. Little sidebar about myself that I didn't mention when I was introducing myself, grants are near and dear to my heart because my very first full time salaried position out of graduate school was a grant funded position and happened to be from a qualified governmental organization that I didn't see in the SIMBA training environment. So it may be somebody that's actually a new sponsor if they were to give us a grant. So I know there are organizations out there that you have yet to tap. And if that ever happens in the future, then there is a way to create that sponsor in SIMBA and make sure that that information is available for use when creating new grants in SIMS. So alongside all of those, when the grant is created, the funded program is created automatically. That's the same as the sponsored program. And there's actually not a whole lot that needs to be done in all of the connected modules. Usually just create one thing, the internal order. The sponsor program, the funded program gets created automatically. Questions on that? Comments? No? A little bit about terminology. I realize it's getting close to two o'clock, we did get kind of a late start because of the Zoom. But if I could, I'd like to finish this lesson and then I'm going to give you all a little break and then we can come back and pursue the rest of the slides. So some of your terminology is changing. Some of it is not. Grant, we know that's not changing. We all know it’s a grant. Sponsor, I'm guessing is also not changing. The sponsor is the organization that gives us money. So as I mentioned, that could be a quasi governmental, it could be a governmental, a federal organization, a Commonwealth organization. It could be a philanthropic nonprofit like Bill and Melinda Gates Foundation, or any Casey Foundation, somebody like that. Or it could be another university. I've learned in the process of teaching this to other classes, that we do get money sometimes from our universities that are collaborating with us on research. And I imagine they're saying the same thing about us while we're talking about them. So whoever gives us the money, that's a sponsor. The grant is the grant. The sponsored class, again, is equivalent to your old object code in IBIS and it relates to a GL account. Depending on the grant type, there is going to be a list of allowed, and therefore by omission, a group of disallowed sponsored classes per grant. Every grant is probably going to have some sponsored classes they're not going to pay for. So when the grant comes to us, all and only the legitimate allowed sponsored classes will be part of that budget. A couple of other pieces of terminology. Again, what you used to call an account is now called a sponsored program. I hope today I'll show you what a sponsored program looks like inside SIMBA. And another term that's not changing is the fund. The source of funding could be sponsored. Simply could be external, or it could also be internal. Don't forget the internal sponsored funds for cost share awards. Now, I don't have specific exercises that pursue a cost sharing scenario. But where I know where the data or maybe some codes or keys that you have to choose are a little different for cost share. I will mention that, and I'm going to apologize in advance because the exercises don't really pursue cost sharing that much. They're just pretty basic, non cost share, but at least you'll get a taste of it. And then if we have to find out some of the nuances about what do I do if we're sharing costs with another department? We can find that out and discuss it later. Award SetupThat's it for award setup. Any general questions or comments about the overview? Rather, I'm about to show you award setup. Any other general questions? Okay, folks, it's two o'clock. Let me give you 10 minutes. And we'll see you back here at 2:10. I'm going to pause sharing my screen for a moment. And just go ahead and take a break, do what you need to do coffee break, bio break, walk the dog, whatever, and I'll see you back here at 2:10. Okay, folks, it's 10 after 2. I hope everybody made good use of their 10 minutes. Couple of other things that I want to show you before we dive into the system. I'm going to be demoing every procedure that is in your exercise kit, and at the end of the week, I may have time to demo some procedures that even aren't in the packets. So we'll see how it goes. I do want to show you a little bit about the award setup process and then also display some master data. So if you're following along, I'm on the slide, so I hope everybody can see my screen. Okay, I'm always suspicious when I come back to Zoom after a pause. So let me know if you cannot see a slide called grant integration with SIMS. So we envision this process to happen in the following way. When we get the award, the pre award folks are going to go into SIMS and they're going to create the well, a plan with one internal order, one sponsored program, one funded program, a responsible cost center, which is going to actually coordinate with your business area. It turns out that the businesses area number dictates the first few digits of the cost center that you'd be working with. And then they also put in the non numerical master data, like the title of the grant, pretty much the validity period, the period of performance, maybe a brief description of what's supposed to be achieved with a grant. In any other additional master data that SIMS can handle, it will be put into SIMS. For those grants that are going to have more than one sponsored program underneath it, those are actually done in SIMBA after the transfer of that information takes place. And remember, it's happening automatically. Nobody has to do anything physical to do that. You don't have to click a button or put in a command or anything like that. So it happens in almost real time from SIMS to SIMBA. So essentially, and I know many adult students learn visually, as do I, so I put it in kind of a graphical format here. What we envision is in SIMS, we get the notice of award and we start putting in the award and all the good grant info, and create from there an internal order, a sponsored program, and it generates a grant number as well. Sneak preview on the numbering system for these; the grants are going to be six digits, and most of them are going to start with a one. So that ought to tide us over for about the first million anyway, before we have to go to seven digits. It'll create, as I mentioned, one internal order, one sponsored program, those numbers are the same number. They are different objects, but they happen to have the same number. There's going to be 12 digits long and the first 2 determine what kind of grant it is, or the the grant, not the grant type, but the internal order type, kind of related to the grant type. So it goes to SIMA and the Research Accounting folks put in any additional master data like additional sponsored programs and probably some other master data I'm forgetting at this point. And the grant is finalized and set to the status of, I believe it's active. So they make the grant active. That's the point at which we can begin posting actual costs to that grant. So business area research office for most of us, that's going to be us, are the ones for now, anyway who are going to be adding budgets to that sponsored program. So the budget is, as I mentioned before, done offline. Doing it in Excel has a couple of benefits. You don't have to be logged on SAP to do it. People who don't have access to SAP can work on it as well. And there are templates that makes short work of doing all of that data entry. Penn State is making ample use of the concept of an Excel template for data upload, not just for grants, but also for journal entries over in the general ledger. I believe they're using it for AP invoices. There are a couple of procedures in funds management as well. And I've seen it work well at other companies where I've implemented SAP. Rather than manually input data on a form for hundreds and hundreds of line items, it might be easier to do it in Excel using tools by copying and pasting and filling and formulas to automatically fill in certain fields and then upload those data to SAP. So we'll be doing that. So that is that stuff here. And then if there are any other changes to the master data that you were able to do, we can do. For example, one thing I'll be showing you how to do is how to...I have to think about what we're going to be doing on a grant... adding terms and conditions. Adding contact info at the sponsor level, a few other things like that. So there are some things that we will be able to do in the way of master data post award. Questions on this slide?Okay, now getting into the nitty gritty, since I teach to accountants frequently, I know that we love figuring out numbering conventions and numbering nomenclature and how you can tell just by looking at a number in a field what it means. So many of these numbers are going to have intelligence built into them. Others of them are not. They're going to be other fields that tell you a little something about the object...oops didn’t mean to do that... about the object in question. So there's going to be four different grant types. And you're going to see that when you're looking at a grant master record. We just have pretty arbitrary keys for those. The grant type Y1 is going to apply to all standard non ARL grants. Y2 is ARL. Y3 is ARSO. And Y4 is going to be Ag, and that is the one exception to what I said a moment ago, grant numbers generally start with a one. Ag grants we're going to start with a nine. As soon as you see that 9, you Ag people can say aha, that's my grant. That is mine. The letter Y doesn't mean anything. Occasionally a student will ask what does the Y stand for? It turns out that again, as I mentioned earlier, SAP can be highly customized, and one of the things that we're doing is customizing the keys. So if you ever see a Y or Z on a particular field, a particular key or particular code, chances are it was developed, customized just for Penn State. Another thing that SAP is pretty cool about, and this is not just in grants management, but it happens in other parts of SAP as well, is sometimes you can take a record that exists in the system and almost like doing a Save As in Word or Excel, you can actually clone that record, and then use it as the basis for another record. So that's what's referred to by this third bullet point. Some grants could be copied from similar grants. So for example, let's say we got a grant from oh, I don't know, the Cancer Society. We're doing breast cancer research and it was for a particular period of performance and it was a certain dollar amount. And now we're doing, not an extension of the existing grant, but maybe a different...avenue of research that has some similarities to the old grant. So maybe it's a different PI, maybe it's got a slightly different set of sponsored classes, whatever. The central grant maintainer can actually create a grant from the old one as a reference object. So she can copy it from a similar grant that is fairly... How do I want to put this? It's going to be a tightly controlled process in terms of who can do that. So the central grant maintainer will be able to do that. And that is another way that grants will be created in the system. Questions on this slide?Okay, this is the last slide I'm going to show you on that one. I'm hoping nobody is falling asleep at their desks, or their dining room tables, wherever they're taking the class. I do want to show you what a sponsor record looks like in SIMBA. So we'll look at this and then I'm going to jump over to SIMBA. And we'll actually start doing the exercises that are in your exercise packet. So before a grant can be created, we have to have the sponsor, we can't create the grant without the sponsor. It's not like we can just create it and wait for the sponsor to be created. So, as I mentioned, there may be some new sponsors out there that are giving us money that have never done so before. SIMBA is the home location of that process, the sustainment office will be creating the sponsor master data and then it's backtracks back into SIMS so the completion of the grant may be done there. So some information can default from that sponsor record, and you're kind of looking at the beginnings of a sponsor record. And if they need to change something like maybe a different address or a different contact person, that can be done in SIMS, as well. So without further ado, what I'd like to do is jump over to SIMBA. Let me find the screen here, and there she is. And let me go full screen on this so that I can give you a little bit more screen real estate to do. So I'm going to show you a couple of different ways to find a sponsor. And if you have your exercise packet handy, I'm going to do exercise 2.1. This is one of the ones that I would demo in class if we were meeting in person. And then I would have you do it on your own and then I'd wander around the room, providing coaching as needed. So in lieu of that, what I'm going to do is do this display sponsor process twice, so you can see it twice, ask questions as needed. And take notes along the way. And if you're capturing screenshots for your own use, that's okay, too. I actually encourage them. So in the exercise packet, here's the scenario. It says a notice of award is received and you want to confirm the sponsor master record has been created. Now there are a variety of ways to go about doing this. First, we have to find where to start. A little bit of review from your SAP 101, basic SAP overview and navigation. Some of you may have not had the opportunity to see SIMBA before today. So your SIMBA screen will look similar to, but not exactly the same as this. It's taken maybe about four years or so for SAP to get to this stage in its development. SAP used to be its own standalone application, kind of like Outlook with a client and a server relationship and we used to have to download that application and run what we used to call transactions by use of code, same way as you used to run codes over in IBIS. With the push toward flatter leaner design, mobile device usage, and a few other things, SAP's web environment looks like this. Pretty standard. Instead of transactions, we have these little squares that are called tiles instead of running a transaction code. If you want to do a process, you click a tile. Every user of SAP, SIMBA, is going to have, at go live, rolled out to them, all and only the tiles that they need to do their job. This is referred to as a security role. Every SIMBA user in SAP is going to have a pre programmed security role. I don't think there's going to be every... anybody at the university is going to get every tile known to man because nobody does ever. So I have a lot of tiles on my screen right now, more than you'll have, because we trainers are often called upon to train multiple classes. So my assortment of tiles is almost like God, I can almost do everything. But I'm not going to be pursuing many of the tiles that are here, and there are hundreds of them. I can scroll down and look to see what's here. And I'm actually going through a lot of these fast because you're not going to be using a lot of these, like lines of labor distribution, probably not. Displaying a financial document, probably not. A few of you might do a couple of these, but that's not what this class is about. You might wonder, am I supposed to scroll through every single row on here in order to find the tile that I want? The answer is no. Most likely not. You're going to have your tiles probably sitting on two, maybe one or two screens. It is also possible...we're asked to group tiles according similar function. So you may notice across the top of the screen, we have some menu commands that relate to various groups. And you'll have a couple of different groups. We can use this nice arrow to scroll all the way to the end. Oh, I think I went a little too far. Now I'm looking at treasury debt accounts. Nope, that's not me. There's got to be an easier way. If you use the down arrow in the upper right corner, you get a menu that lists all existing groups. This you can scroll through. Research admin, asset posting, approver recurring entries, and I see some AP stuff, AR stuff. Nope, that's not us. Journal entry. That's GL. That's not us. Turns out if you scroll about two thirds of the way down, I start to see things that are related to grants. So it turns out the title I'm looking for happens to be in this group: GM master data, which is what a sponsor is, display and reporting, MD. The MD stands for master data. There's also group reports, RPT. So I can click that and take a look at some of the tiles in that group. And I'm going to be doing some of these today. This is where we're actually going with this. Another way is, you might say I want to cut to the chase, I don't want to have to scroll through that list. That's still a pretty long list. I know I'm looking for a sponsor which an SAP is referred to as a business partner. So what I may do is use the search buttons in the upper right corner of SIMBA to search for a given tile by keyword. So even though I just found the tile, I'm gonna show you how to do this. So I want to display a business partner so I'm just going to type in business partner and press enter on the keyboard. Hello, press enter on my keyboard. There we go. I think there are a lot of instructors hitting the training environment all at once. So that's why it's a little slow today, there are a lot of classes going on. So notice I found four tiles. The one I'm looking for is the first one, display business partner.Looks like it's taking a little bit of time to display, so let me refresh my screen. By the way, the morning class didn't ask this, so I didn't mention it. I don't think it matters which browser you use. I don't know what Penn State's official browser is. I use Firefox here with my laptop. Chrome also works. I have not tried it yet with Microsoft Edge. A little strange. There we go. Okay. So when you first run this transaction, you'll probably have some blank fields over here. I have some leftover data from the morning class. I'm going to get this out of here for right now. Let me see if I can replicate what you will see the first time you run this tile. So it'll probably look something like this. And it's where... it says business partner yet. You enter the business partner number here. Now I know you folks are not going to have business partners memorized, nobody goes to sleep thinking, oh my gosh, I've got to look up business partner number 900000077 in the morning, nobody does that. But you might say, you know what, when I get to the office tomorrow, I need to look up some data on National Science Foundation. And I'd like verify their address or something like that. So you do it by name instead of by number. So, in the exercise packet, what they encourage you to do is, you could see the very first line on your tasks, it says search by name. Well, there's no name field here. So what I want to do is in this field, where it says by, you have a choice. If I click the drop down arrow I can search for it not only by number, but also by name, by search term, by supplier number, a couple of other things here. I am going to choose by name. Now, before I go any further, can someone tell me, a little bit of Socratic questioning here, what the red asterisk means, on the find and the by fields? You may remember this or we may just know it from having used to systems in the past, what does that asterisk denote? You can type it or you can just take yourself off mute and pipe right up and tell us what you think it means. Okay, so Q&A. So Shelly says, "They are required." Absolutely correct. I wish I could send you a prize. I wish I could send Greg a prize as well. You got it right, those are required fields. Let me further explain they are required by SIMBA. There may be other fields that are required by Penn State, but they may not have red asterisks on them. But just from our business process, we may need to fill those in, even though they don't have the right asterisk. But as far as SIMBA is concerned, if you don't fill out that field, it's just not going to execute the tile. It's just going to say, I'm not going to do it. You have to tell me find what by what. So I'm finding business partner by name. Now, rather than me searching on one, I'm going to open the floor up to you. Can somebody suggest to me a sponsor name that you would like me to search for? Whoever names the sponsor first gets Dibs. So what will be a good sponsor for me to search for?Okay, so... it's a tie. Robin wants me to search for Lockheed Martin. Shannon wants me to search for NIH. Kevin's my tiebreaker. Okay. So let us search for Lockheed Martin. Now I don't know if they're in here as Lockheed Martin and CO, Lockheed Martin Corporation. So what I think I will do is... where'd my E go? EED, type in Lockheed with an asterisk. An asterisk, not only in SAP, but in the entire computer universe, is a time honored shortcut for a wildcard. Tt can stand for any number of characters. And this goes, at least back to the 70s, which is when I started learning computing, and there are no such things as personal computers. So with all mainframes. I don't know what I'm going to get because you're the first class that's asked me for Lockheed. We've done Naval Research Lab, we've done NIH, we've done National Science Foundation. I've done a couple of other nonprofits, Bill and Melinda Gates. Let's see what happens when I do Lockheed with an asterisk. And let's say, I don't want to plow through more than 100 hits. So I keep the max hit at 100 and just click Start. And I have a question from... okay. I hope everybody can see everybody else's chat in the Q&A pod. So notice when I search for Lockheed, I get 10 different entries here, so I cannot widen this pane for right now. So I don't want to use the one that's an eight, for a reason I'm going to share with you in a moment. But among the ones that start with a nine, can you tell me from the way the name is entered the description, which one should I double click on to open it up? Any one of you can tell me which one you want to see. Okay, so Robin says Lockheed Martin Corporation, so, so that would be this one here, right, Robin? The one in Bethesda? That's the one I'm familiar with. Okay, so I double click it to open it. And here it is. So I'm going to narrate to you some of these fields. Be aware that because this is a standard SAP tile that all kinds of companies use, not just us, there are going to be fields in here that are not filled in simply because Penn State doesn't use them. So if you ask me, what does that field do? And I say, I don't know, chances are it's because Penn State just isn't utilizing that field. In some cases, it could genuinely be, because I don't know. And I will find out the answer for you and report back tomorrow. But let's take a look at what we're looking at here. So here's the business partner number. And some of you that may work with this company regularly might want to make a note of it. And the role determines what fields we see on the screen. So I'm going to show this to you two different ways. The first way is going to be as a general business partner, so I see the address and the name that I searched for. Now I did not have to type the asterisk. I could have just typed in Lockheed Martin. This has already been pre programmed in the business partner master record. And it's kind of like a key word. I could have typed that in, and it would have pulled up this record. So when the grant sustainer puts in the new sponsor, they select a search term and they enter it. So that's a shortcut. So here's the address, very nice address. And because I have been there, it's an amazing facility. And I can see that the address is valid as of last October, believe me, they've been in the census since before last October. This is just the first time we put it into SIMBA. They've been there for decades.Now, on this screen, we parse the information into various areas called tabs. I know it doesn't look like there's a tab there. But we call them tabs anyway, so I can see address overview which is like the history of the address. So if they ever moved and we had a new address here, we would see the whole address history here. I don't believe there's anything under identification, under control, or under payment transactions for right now. Most of the rest of these under just general business partner going to be pretty sparsely populated. However, I can tell you that Lockheed Martin plays another role to us, as you both pointed out, because we do have grants that come from them, they're industry grants, their sponsors, so we want to change the role. That's why we're not seeing much under business partner general, all the good stuff is under this drop down, the VP role of sponsor. So I'm gonna change this to sponsor. And now I'm starting to see some additional data about Lockheed Martin. So for the sponsor type, it's on this tab, additional sponsor data. The sponsor type is corporation, you might wonder well, what else is available. So I'll click this drop down and I can show it to you. You can see depending on what kind of sponsor it is, I think pretty much every possibility is covered here. So the Commonwealth is here, federal government, I see foreign government, other states, other universities, quasi governmental. It's all here. So we know that Lockheed Martin is a corporation, that was typed in at the time, this was created by the central grants maintainer. Address is going to be the same, we don't have to look at that. Address overview, again, that's going to be the same. I'm going to cut to the chase, I happen to know there's some good stuff over here on this grant basic data tab. This is the tab that tells me in SIMBA, what types of grants Lockheed Martin is going to be eligible to grant. So happens that we put that in for all four. Even Ag, I'm not sure how Lockheed Martin would relate to Ag. Aeronautics, Ag, maybe crop dusting, I don't know. But you folks can probably think of a scenario. So these are the permitted grant types for this particular sponsor. Not all sponsors are going to all four grant types. I can also see for accounting purpose, your accounting walks, you're going to be looking at this fiscal year variant V6, which is your standard July 1 to June 30 fiscal periods plus four special periods. And here's our first glimpse of that 1855, the funds management area is going to be 1855. That's the only one we're going to use. So for this one under grant basic data, and then I think there's something right now, there's nothing under sponsored programs that are permitted, but in the future, this tab might begin to be populated because there may be scenarios where certain sponsors will not be allowed to fund certain sponsored programs. So even though there is nothing here now, that tab, permitted sponsored programs is also always worth looking at. Questions so far? There are a couple of other things I want to show you first sponsor, and then I'm going to show you a different type of business partner.Okay, not seeing anything in Q&A. A couple of other nuances. And for accounting reconciliation, it turns out, there is one other thing that I like to point out that is not under just assuming on general data, happens to be under company code data. If you click company code menu group, there's some additional information here. In particular, as soon as I do that, notice we've got a couple of other tabs, and I'm seeing under account management when, when we start accumulating payments from this sponsor, they're going to roll up to the general ledger through the use of a reconciliation account. So again, you accounting specialists in the audience might be interested to know what this account is. So this is an account that has been set up just for sponsored awards in accounts receivable. I mentioned the numbering scheme within generally accepted accounting principles, I mentioned that if it's a 4, it's a revenue account, if it's a 5, it's a, an expense account. With the GL accounts that start with a 1, 1 is asset. So this is kind of an asset of account, we're bringing in money into this account. So that's why this reconciliation account starts with a one because it's money that we are gaining. So that counts as an asset. I don't think there's anything else I want to show you. But at this point, we're gonna stop and ask if you have questions about what you're looking at here? To get back to the previous screen, you would go back to the general data, menu command and now I can go back and see sponsor data and the grant basic data that we were looking at before.Okay, not hearing anything. So let me do this again with a different type of business partner. Now before... I don't have to clear the screen, I can just stay in there. Let me set up to you another scenario, I am going to do this by name. And here's a scenario that might be relevant to those of you that are administering sub awards. And the reason I wanted to show you this one is that the sponsor is actually kind of a customer because they're paying us, and you saw the accounts receivable reconciliation account. Some of you are going to be dealing with business partners that are also behaving as vendors. So here's my pretend scenario. Or hypothetical scenario, I should say. Let's suppose you're managing a sub award. And that sub award is going to a vendor that's providing translation services. We do a lot of research that coordinates with the research done in other countries. So let's suppose that our principal investigator has put his or her hands on some scholarly articles in another language, Russian, Chinese, Hebrew, whatever. And they need it translated into English. So we want to hire a translator to do this translation. I actually did this kind of translation when I was in graduate school. I did translation of articles in material science from Russian into English, it was actually kind of interesting and fun. So that translator needs to be in the system as a business partner and they will be technically, they're going to be a vendor because they're selling their services to us. So let's pretend I know this lady who does this translation and I cannot remember for vendor number. I remember her first name is Megan. But I don't remember her last name, I don't remember whether she's like a graduate student or she's an external person or whatever. All I remember is, her name is Megan. And she does translation for us. So that's the scenario. So now, I've got a search by name. And I'm going to type in her name, Megan, and hope that she doesn't have an H in it. You can see I've done this before for other classes. So I'm going to select Megan with the asterisk as a wildcard. And I know that she's not a sponsor. So for the moment what I'm going to do is change the display in BP role, the business partner general, this is the most generic BP rule I can have. So now I'm going to go looking for this Megan, maximum hits 100, and I'm going to go ahead and click Start. I found 29 Megan's. So I just get to look through the list. And I see oh, there she is. Megan Sullivan. That's my Megan. That's the one I want, I double click it. And I see some of the similar types of information as I did for Lockheed, I can see her address here. I don't think there's anything under any of these other fields like payment transactions and accounting for bank is here. Her status is here, actually, I take that back, there is one piece of identification that I think I can do... It might not be under identification. Let me see if it's here. Might not be here, I might need to look in another area. So technically, she's a vendor, she's telling us her services. So for the BP role, I'm going to choose FI vendor instead. What I was looking for is I know her social security number is in here somewhere. So I change the role to FI vendor and some of the same information is here like the address, same address right, same address overview. And now for... here we go... this is what I'm looking for for identification purposes. So her tax number. She needed to provide us her tax number in order to get paid. So I can see it right here. She must be a sole proprietor because here's her social security number. Probably originally from New York, but now listen, Pennsylvania. I can tell she's a New Yorker, 053. Nothing underpayment transactions. I want to know whether she wants to be paid by check or by ACH. It turns out this isn't going to be under General data. It's under company code data. This is not in your exercise packet, by the way, I'm just kind of winging it as I go along. And I can see, again for you accounting specialists, because she is a vendor, the reconciliation account is actually a liability account. If it starts with a 2, that viability says accounts payable. That's the reconciliation account. And then finally, under payment transactions, I click this and I see two important things about this particular vendor. First of all, I see her payment terms of NT00, which is net due immediately. Some of your vendors might be amenable to net 30. How do I know what the code for net 30 is? Notice when I click in this field, I get a search button. This is a pretty standard button in SAP, I can click this button or the keyboard shortcut for this, if you like keyboard shortcuts, is F4. I'll go ahead and click the button instead. And I can see for vendors there are a couple of different payment terms that are available. So for this vendor, she wants the net due immediately. So as soon as she invoices us, it's due. I'll let you look at some of those other payment terms that are coded into the system. And another important thing, payment methods. And again, this was all under company code data. So you might say C, that probably mean she wants a check, right? Let us click that same search button and see what the valid methods of payment are. So it turns out yes, C as in check, she's she wants a paper check to be cut and mailed to her. My understanding is for all types of vendors, if they're not already there, Penn State is trying to kind of move everybody towards accepting bank transfer. I imagine this will be true for everybody in perpetuity. At some point in my lifetime, paper checks are going to go away. So I'll let you take a look at this. So all of these outgoing payments. So for right now, when we utilize her services and she bills us or invoices us for services rendered, we have to pay her by check. Questions about what you're looking at here? That's really all I had on sponsors for right now. Okay, those of you that took the basic navigation course, I now want to go back to my homepage in SIMBA, I want to get back to my tiles. How do I go about doing that? I can think of three ways I can do that.You can either...Okay, so Q&A: click the home icon. Yep. Stephanie, that is absolutely right. That's one way to do it. So it's starting to be a time honored internet symbol for go home, a little house icon. Another way I could have done it would have been to click the exit command on the menu bar. There's a keystroke for that, which is shift F3. So another way you could do it is using the back button here. That doesn't always take you home, it just takes to the last screen you were on. It so happens the last screen I was on was the homepage. So I click that and it brings me home. The next thing I want to show you in your exercise packet, it should be on page two, if you're following along is what an internal order looks like. And by the way, notice that when it brought me back home, it didn't bring me to the group I was at before. It brought me to the top and I'm going to have to scroll all the way back down to my grant master data group or go searching for an internal order to look at it. The internal order contains a lot of interesting information and also contains a shortcut to the actual grant. So for the rest of these exercises, I'm going to be using the search function rather than just scrolling. I like the search function. So I'm just going to type in internal order. And I press enter.It turns out that was a little too much firepower, I got five different transactions, or five different tiles, that contain the keywords internal order. I got change, create, display, display list, and export to concur. Turns out the one that I want to do is the third one, display internal orders. So I click that. Now this is a pretty sparse screen. It just asks for an order number and it's required, the red asterisk is there. And I don't carry a list of internal order numbers around in my head. At least not in the beginning, they are 12 digits. Eventually I will learn the internal order numbers that I'm working with. But for right now, I think I need to search for it. So I'm going to use my search button, or I could have pressed F4 on my keyboard. And there are a couple of ways I can go about doing this. So here's the hypothetical scenario. I want to look at the internal order that's attached to a grant. I think it's an NSF grant. And it has to do with lubricity of diamond like material in the material science arena. I know you can use graphite as a lubricant, maybe you can use ground up diamonds as lubricants as well. I'm not sure. I'm not the researcher. All I know is we have a grant for it and I have to figure it out. So there are a couple of ways I could go about doing this. One way would be to put the word, I said diamond like, so I could put diamonds with asterisks in the description, that'd be one way. Another way would be to use the Order Type. And I want to show you this way, because I think most of you get the idea of how to search by keyword with asterisks. So for the Order Type, see when I clicked in there, I got another search button. That's kind of like a search within a search. So I could click that button and it's going to give me a list of all the internal order types. I bring you here to show you that grants are not the only folks at the university that are using internal orders. So capital projects are using internal orders. I scroll down a little bit restricted gifts, unrestricted gifts. All kinds of other functions in the university system are using different order types. So some of you might have honed in on where it said grant, 50. Those of you in Ag might have honed in on where it says 55, Ag Federal. I happen to know... sorry Ag people, in the training environment, there aren't any Ag grants. In the live system, obviously, there's going to be a bunch of them. So for right now, I'm just going to choose grant type 50. Now, there's nothing that says that I can't search by two or more possibilities, two or more criteria. So what I'm going to do is type in the word diamond with asterisks on both sides, because I don't remember the exact name or description of this particular grant. I just know it has the word diamond in it. And I'm going to click Find, uh oh, it didn't find diamond. That was a little strange because I know it's in there. So let me go ahead and take it out. I'll just do it for order type 50. It might be punctuated a different way. So notice that there are more than 500 grants of the type standard, which I kind of expected. And I notice that they seem to be listed numerically. It says sorting ascending by order number. For this one, I'm going to scroll down. I think I see the reason why. This is the one I was looking for, the one that ends in 1207. Not sure why it didn't find diamond, but that's okay. This is the one I'm looking for. So I'm going to double click that. I do want to point out, I didn't tell the morning class this, so if you were looking for a word or a part of the word, you could use the Search button here. Or I think Ctrl F is the keystroke for that. If you were looking for some piece of a keyword, but in this case I found when I was looking for, so 1207. I double click it and I press Enter on my keyboard. Now I can ascertain some of the basic master data around this internal order. I'm looking on page three. Now I kind of already gave away one of the answers here when I said what is the order type? The Order Type is standard non ARL, non Ag, non cost share, just your basic vanilla grant. The next three things the exercise is asking us... what's the business area? This gives me an opportunity to introduce to you all the business areas that we're going to be implementing in SMBA. This is what you used to call your administrative area, my understanding, 3860 is engineering. So I click the search button, and I promised you there were 69 different business areas. The reason I said 69 is that I have an Excel crosswalk that lists all the old areas with the new areas. And there were 69 of those. This has 88 because I think there were a bunch here that are not being used, because they were being used by the programmers as templates to create new business areas. So let's just scroll through here. And I know some of you see your area coming up and you go, boom, there's my area 2970, 2950. I scroll down a little further, I can see engineering, which is where we came from. And some of you Commonwealth campus people see there's my area, there's my area, you get the idea. I think everybody's on this list. I don't think they left anybody out. So I just wanted to let you know that this is here. The business area also determines at least the first three, and I think the first four actually, numbers in the responsible cost center. So this is Engineering Research. So there's your responsible cost center. They also are asking what's the functional area? They're going to be nine different functional areas at Penn State. And I'm pressing F4 on my keyboard so you can see that that's how this works. So all of your internal orders are going to fall into one of these functional areas, whether they're grant related or not. This one, of course, is going to fall under research. It also doesn't ask you, but I'm going to show you anyway what the object class is. This comes up in reports quite a bit. A lot of times, research related internal orders are going to be under investment, because they're being pursued for the betterment of the university. So you will see the object class investment quite a bit on these grants. I'm guessing there's not going to be a whole lot in the way of overhead, I might be able to think of a few if I put my head to it, but you're probably not going to see a lot with overhead. And the other two, I doubt even are being used. So most of these are going to be under investment. One other thing I want to show you under the custom fields tab, this is actually pretty key. When I go here, here's the grant number. Finally, we got something, I could have said display grant. But here's another way of getting to the grant. Now, the grant and the internal order are inextricably connected. So and this is a standard non end grant. So it starts with a 1 and this is the fund. Because this one is coming from National Science Foundation, it is a federal sponsored award. So you want to make note of the fund and the grant number. I don't believe on this record there's anything else interesting in this internal order. So let me pause for a moment and give you a chance to ask questions or make comments.I see we're coming up on three o'clock. I realize we lost a couple of minutes because of the Zoom issues. On the other hand, I think I might be a little bit behind in terms of the curriculum, but this does seem like a natural place to break. And some of you may have hard stops, you may have other meetings that you need to get to. So if it's acceptable to the class, what I'd like to do is put a bookmark on exercise 2.3 and slide number... I haven't even been following along. Let's see, I believe we were here. Right? No, we were on slide....We were on slide 16, right? Display sponsor. So put a bookmark in there. If between now and tomorrow, you think of questions, go ahead and write them down and feel free to bring them up in the morning... in the beginning of the class in the afternoon. I always start the next day by asking were there any questions leftover from the previous day. So with your kind permission, and if Patty, we could stop recording, and I'm going to go ahead and stop sharing my screen. And hope that this at least gave you a little bit of an intro to what SIMBA looks like, how to go about mining for information in the system, and I wish you an enjoyable remainder of your Monday and I will talk to you all Tuesday. Thank you for your attention and I'll talk to you tomorrow. Bye now. Okay, there it is. Thank you, Patty. And thanks to all of you for coming back for another day of Grants Management Training. This is Beth Woodell speaking to you from Eastern Maryland where, just a bit of warning, I think whatever weather you folks in Central Pennsylvania had last week seems to have migrated to the southeast. It is quite stormy here. And if I lose connectivity, I'm going to apologize in advance and try to get back on as quickly as I can. Today, what I was hoping to do was complete the unit on the award setup and the master data. So we have a couple of exercises to pursue. We did one exercise yesterday. And I also want to talk a little bit about the overall billing process. This is not something that anybody in post award will necessarily be responsible for. But it's always a good thing to know in case you need to do some research or investigation of something related to billing, like was there an invoice generated? How much are we supposed to be billing the sponsors? And when? That sort of thing, if somebody asks you, you want to be able to answer them. So I will give you a very aerial view of the billing process. That should consume most, if not all of our session today. The next unit after billing is budgeting, uploading initial budgets into SIMBA, and because it is fairly involved, if we end today a little bit early, I would rather start at the beginning of the session with the budgeting units. So If we get to a point where we're done a few minutes early, I'll just let you go and we will commence with budgeting on Wednesday. I hope that's acceptable to everyone. Now before I begin the remainder of the exercises in your packets, do any of you have any questions from yesterday that were lingering in your mind? Anything that you lost sleep over? Yeah, I can't wait to ask Beth this question... regarding the process, regarding sponsors, because we did leave off on displaying sponsors. I'll give you a moment to type it into the Q&A pod if you're a typing type of student. Not seeing anything coming up in Q&A. So let me turn the tables for a moment. I'm going to ask you a few questions. In order for me to do that. I want to go over to SIMBA. Ove here, and let me go full screen. So it gave us a little bit more screen real estate. So, let me pick your brain about what we covered yesterday, specifically with regard to sponsors. Let's suppose I want to look up some information on a sponsor from the industrial arena. And I think I'm actually going to pick on General Motors. I do know they give some grants occasionally to us. So let's say I want to verify something like their address. I mean, I know it's in Detroit, but I want to get the exact mailing address. And there's some other things that I want to see. Here I am on my SIMBA homepage, how would I go about getting started looking up this sponsor? You can either take yourself off mute and just tell me what to do next or you can type it in the Q&A pod. Anybody care to break the ice? Okay, so Shelly says, "You can use the search feature and type business partner to find a Fiori tile." That would be the way I would definitely do it, Shelly. There are actually a couple of ways of going about doing this. One way would be simply to scroll down until you see the tile. In my case, that's probably not a good use of my time. So I'm going to do it the way Shelly suggested, which is use the search feature. And let's see, what did you tell me to type? You wanted to say type business partner. Okay, so if I type business partner, press enter. And let me close my Q&A screen. If you do it this way, this is perfectly okay, notice that I didn't type display business partner and I actually ended up with a couple of other tiles that I don't really need. And in your case, you may not have because it'll be outside of your security role. So I click display business partner, wait for the screen come up. SIMBA has been a little slow today, not sure exactly why. Maybe just because a lot of classes are all using the same training environment. So let me refresh my screen. There we go. Okay, so as you can see, I've done this already. I did that with the morning class as well. So it's kind of cheating. I was going to ask you next how to go about finding General Motors, but let me ask you guys this, what's... well guys and gals I should say... What would you type in the, in any of these fields? How would you go about searching? Could I just type General Motors? Okay, Greg says, "General Motors with an asterisk." That is a great idea. Let me show you why. If I just type in General Motors, and then I click Start, I'm probably not going to get anything. Now, I happen to know the answer, because I did this this morning with the other class, you really do need the asterisk. So Greg is absolutely right. And the reason for this is there are actually more than one, and both of them have some words after motors. So I have General Motors Foundation and the General Motors Company. General Motors Foundation, I don't think I even knew there was such a thing. Now of course we all know GM is in Detroit but General Motors Foundation, I did not know that was in Rochester, so I learned something today. So I double click this. And when you're looking at a business partner, you may want to ascertain aspects of their relationship with us that are probably not going to be in the BP role of business partner general. I have found that this is not very useful. So I probably want to look inside sponsor instead, assuming that they do give us at least some money. Maybe they've given us at least one grant in the past. So now here's another question for you. So here I am hoping to General Motors Foundation, let's say I want to find out what grant types they are permitted to award us money for. Where would I look for that? And I'm actually going to telegraph my answer a little bit. I'm going to scroll to the right, because it might be off to the right. Let me give you a clue. What tab would I look under the see what types of grants they are eligible and permitted to give us money for? Okay, grant basic data. Shelly, you are on a roll. So I click the grant basic data tab. I wish I could give you a prize. Turns out in this screen, they are permitted to give us standard grants, ARL Research Service ARSO, and Ag. Based on what we saw, you know, what I was going to ask you are these all of the grant types and I realized we may not have gotten to that part of this screen. So I'll give you a sneak preview. There are four grant types at Penn State. These are four, they should encompass pretty much any grants situation that we may encounter. And we have set up this sponsor, so that they are permitted to give us money under any one of those grants types. Okay, great. Excellent. You folks have great memories. Those are all of the five questions I want to ask you for right now. But I do want to reserve the right to have additional questions as we go through the other master data. So I'm going to go home, the little home button is really good for that. And let me get back to our slides here. So I'm picking up, if you're looking at your slides, this probably slide 16 in your presentation. So display sponsor, we looked at that. Remember, sponsors are created in SIMBA, you may have noticed the tile for that. Which chances are, you folks won't have both, but some people will. It's called maintain business partner. That's where our business partners are created. And they get back tracked back to SIMS so that those fields can be populated in SIMS and filled with sponsor information. Speaking of, full disclosure... I mentioned yesterday, I am not a Penn State employee. So SIMS was something I had not had the pleasure of using in the past. So I asked for a demo. And they gave it to me and they showed me this little screen as well. So some of you may have seen this or maybe worked with it in the past or maybe even in the present. So once the award is conveyed to us, we have the award paperwork and if need be, if we've set up a new sponsor, they go to the award fill out form this is called an IAF, internal award form. And you can see it's kind of a wizard like format. They have seven steps that they need to go through, and I realize those arrows are a little hard to read. Proposal pre workflow recalled, proposal in workflow, pending proposal, award pre workflow recalled, award in workflow, pre award, and award. So the SIMS creator goes through those seven lifecycle steps, if you will, to push the award through to the stage where it's active, and we can actually begin using it to spend against it. So they're populating the information. Not only the sponsor, but the award data like the title and what it's supposed to be used for, what business area it was awarded to, as you can see on the screen, the business area is going to be related to a functional area. There are nine functional areas and 69 business areas that we use. They will assign a cost center which is related to the business area. And they'll fill in some of the other financial data that you can see here as well. Some of these data, as you can see on this screenshot, are imported during the data transfer process into SIMBA and they do show up in certain reports. So when I showed you reports in our curriculum on Thursday, hopefully, we'll be able to see some of these numbers, like the OSP number and a few other salient data like that. This is also the place where they enter additional internal orders if need be. I may have said yesterday, that when the award is initially entered into SIMS, one internal order and one sponsored program are created automatically, but sometimes you need more. Sometimes a grant has multiple sponsored programs within it depending on how the research is to be conducted. For example, my one grant may have three PIS on it. And each PI would have her own sponsored program, she needs an internal order for each sponsored program, and that's connected to a fund and so forth. So there may be additional internal orders needed, depending on the conditions of the grant. Speaking of the internal orders, and this is going to be the next thing I'm going to show you in SIMBA, and I'll show you a couple of these. So basically, an internal order is an area of responsibility for capturing costs. We can't spend anything until the internal order is in the system. And the combination of the internal order and the commitment item or sponsored class, as we call it and grants management, gives us guidance on how much we can spend in various areas of the grant. So they gave us some examples of why you'd want to create internal orders. I mentioned that first bullet point, each co-PI that has their own portion of the award. You may have an additional internal order for off campus portions, subcontracts, a few other things like that. Internal order numbers are 12 digits. At this point they are always digits. And they will start either with a 50, 51, 52, or a 55 as you can see. So your standard grant is going to be a 50 and the ones that I am going to show you today are 50 because those are the only ones I have in the training environment. 51 and 52 are used for cost shares. Cost share pending, 51, is used before the grant is actually award active. We do this in order to make funds reservations against the time when the award is active. We may see tomorrow, when we do the segment on budgeting, that actually might be on award status, is that sometimes a grant needs to be in an award status where it hasn't actually been made active yet. But the department is guaranteeing any spending that we have to do in preparation to set up the grant. For example, we may need to pay for new faculty travel or new faculty equipment when they come to campus. If they ever come back to campus, and my understanding is many of you are going to be able to go back to your offices on a limited basis, beginning of this week, from what I heard. Sounds very excited. So in any event, with pending cost shares, you have to create an internal order number for it. It's going to start with a 51. But it's just a reservation, no monies are actually committed. When the grant is made active, those pending costs are transferred from a 51 internal order to a 51 internal order, and that becomes a funds commitment and spend can be made again that. That mechanics is not something that post award people need to do. Research Accounting takes care of that. But it is something that they are monitoring. They are learning how to do that in their own class. And we just wanted you to be aware of the mechanics of it in case you run across an internal order with those numbers. And then 55 of course is the same as 50 except it is strictly for Ag and not only Ag, but Ag federal if you have Ag Commonwealth grants, they would not be included under 55. Questions on what you see here on this slide?Let me switch over to SIMBA for a moment. I'm back on my home screen. Now for this one, display internal order. I have a couple of orders that I have good information in them. So instead of making you grope around for one, I'll pick out some of the ones that I know are interesting. So when I type internal order, SIMBA's smart enough to go, oh, I get it, do you want to change, create, or display? So in this case, I just want to do a display. Now, this is a fairly sparse screen, you might wonder, oh, what am I supposed to do here? And notice it is a required field, you have to know the number. And there's no other clue as to what to put in. I don't expect everybody to have 12 digit serial numbers memorized right from the get go. So that's just crazy. I probably want to search for it. So I can use my search button, or the keyboard shortcut for searching is F4. So now, I have a little search box where I can type in search criteria. And if I want to, I happen to know the grant that I want to show you happens to be a 50. So actually, you know what I'm going to do, instead of typing a 50, I'm going to click this little button here to search within a search. I show you that in order to tell you this, not only is this a way to just find the internal order types, this screen lets you know that there are other functions at the university that are making use of internal borders, not just grants. So for example, capital projects has a whole series of internal order numbers that they're using. They're all in the 30s. Unrestricted gifts are 40, restricted gifts or 60. Some endowment internal orders, those are going to be in the 70s series. So we're using internal orders at Penn State in a lot of different ways. In this scenario, I know what I'm looking for is a vanilla standard non Ag, non cost share grant. SoI double click 50. And I think if I leave the maximum number of hits of 500, that should be enough to see what I want to see. And then I click Find. Now this does say there are more than 500 hits. Turns out, I don't really need to see more than that because I know which one I'm shooting for. In certain cases, you might have wanted to restrict the search a little bit more with some of those other criteria, but I want to just kind of scroll down a little further. There is one in particular that I'm looking for here. I went past it, hang on. Okay. So, all this week I've been working with this internal order here. The last four digits are 1207. So I double click it, and I press Enter on the keyboard or I can click the Master Data button on the menu. So here's an internal order and you might think well, okay, well, is this useful to me at all? There are certain fields of information you might find useful. These also, again show up on several different types of reports. So if you take a look at your exercise packet, if you look on page three, it's asking you what the Order Type is, well, I kind of gave away the answer to that one when I decided to search by Order Type 50. So we already knew it was a 50. However, it's also asking you what the next three fields you see are, not counting the controlling area and the company code which are always going to be the same, they're always going to be 1855. So the first thing I se,e the business area 3860, that's engineering. And then you know, coming from National Science Foundation, I might have expected it would be either engineering or Earth and Mineral Sciences or something like that. I want to show you even on a display tile or display task, if you click in a field, even though you can't change it, you might still get your little search box. So I'm going to click that right now because I want you to see all of the business areas that Penn State is implementing. Some of them will not be transferred over to production like 3080, we're not going to be using that that one, it's just being used as a template to clone new business areas. There are a few others on here that are do not us,e but there are I believe, a total of 69 that you are going to be using and as I scroll through the list, I know some of you are seeing your own business areas, they are making a note of that. Basically, if it's University Park, if it's a college or a school, it's going to be a business area. Both of the law schools have their own separate business areas. The Commonwealth campus is a business area. And then there are some other offices at the University, like the Research Foundation, philanthropic fund, a few other things like that, there are some things on here I didn't even know existed, Nittany Insurance Company, for example. You folks probably know what that is, and I don't. But in any event, those are the business areas. So this one was 3860 for Engineering. The business area is also important to know, actually let me cancel out of that, because it also governs the first four digits of the cost center that it's linked to. Now in the case of engineering, they are actually more cost centers than 3860 can accommodate so they overflow into 3861. And I think maybe even 3862. So we can also see what the responsible cost center is. And we can also see what the functional area is. My understanding is, in IBIS, I'm actually cheating here, I'm looking on my cheat, you used to call this a function code. So we're now calling it a functional area. And I'm going to use my search button again to see what functional areas are available. So this account is research. I don't think this list is going to grow. I think these pretty much cover all of the possible functional areas. I want to cancel out of that, I don't want to find anything.Now a couple of other things I want to show you. The next step in the exercise is the custom fields tab. They want you to click on that. So I go ahead and click here. Here's a shortcut to finding out which grant governs this internal order. And the reason I say governs, as I mentioned earlier, one grant could have more than one internal order, more than one sponsored program. So for this one, the grant is the umbrella. So I see what the grant is, and I'm going to make a mental note of that number because I might want to come back to that for another exercise. And I also see what funding is being used. So federal sponsored awards, that basically is the bucket of money that is being pulled from on a budgetary basis. I don't think there's anything else that we are implementing here. Let me double check under control data. I don't think anything here is interesting...period end closing there are no fields, that's interesting... Investments, we're not doing anything with that. So for internal orders, all of your interesting information is going to be on your Assignments tab and your custom fields tab. Questions on how I did that? Questions on why you'd want to do something like this?Okay, I'm gonna do another one. We have a little bit of time, I think I'm a little bit ahead. So what I want to do is switch to a different order. And this time, I'll just type in a number instead of having to go through the search. A little trick I want to show you, and this occurs on most but not all SAP screens. When you're at the the home screen of most master data tiles, there's usually a menu command called more. And if you go to more and click that, it'll usually have a command that relates to the type of objects you're looking at. So whether it's an order, a program, a grant, or something else like that, if you go down to that command, in this case, it's order, it'll give you the option to jump to another one of that same type of object. So I can go to other order. And that brings us back to our search screen. So I'm going to put in another number here. So I'll put in 1201 instead of 1207. So here's another internal order. It's still a grant type 50, still a generic, non Ag grant. Actually, I was hoping you would be a different business area. Turns out, it's not. It's engineering, it's all good. Same functional area, looks like same responsible cost center. However, when I go to the custom fields tab, I noticed it is a different grant number. So it's not like this one was a second internal order under the same grant as we saw a moment ago, so that might be useful information to you. Questions on this?Okay. Let's go ahead and go home. I mentioned yesterday, that internal orders, let me rephrase that. Internal order numbers and sponsored program numbers are going to look the same, they're going to be basically the same number. So if you're looking at your sponsored programs slide, you can see a screenshot of a sponsored program number that starts with a 50. So it's, you know, standard grants, and it ends in 7236. That internal order number would be the exact same number. So we have to put in a sponsored program, because this is the object basically that lands us in grants management, and it's connected to the internal water which runs in the finance module, through an object you may never see called funded program. The funded program is where the budgeting is actually done. We don't have to type in the funded program members, when I show you how to upload a budget, we actually use the sponsored program number instead. But the budget document, and the comparison of budget totals to actual totals is maintained in the funds management module. So the internal order is a great start, but it can't do everything on its own. So what you see is an internal order in the finance module appears as a sponsored program in the Grants Management module. In addition, there are some fields, because this is our true grants transaction, that don't appear on the internal order screen that might be more useful to us as grants administrators and post award coordinators. So among other things, the sponsored program screen is where we have all the sub awards. The internal order can't handle that. We put those in at the level of the sponsored program. We will actually do a little bit with editing sub awards tomorrow. I hope I might get to show you one today, but we'll actually add spend to one after we do the budget module. So one sponsored program for every internal order, same number. That's where the sub awards live. And if you haven't surmised already, technically there are no limits to the number... That shouldn't say amount. That should actually say number of sponsored programs on a grant. SAP can handle whatever you throw at it. I don't think... Well, actually, let me ask you folks this, in your experience when you have this kind of structure, with more than one sponsored program in a grant ,what's been the largest number of sponsor programs you've seen in your grants? You can type it in or just call it out. Wow. Okay, Bradley, thank you for sharing. I was expecting somebody to say like between 7 and 10. That, that is a lot of sponsored programs to manage. May I? Yes. Okay, that makes a lot of sense. So, give you a sneak preview is subawards. A subaward has its very own sponsored program number. And they look the same, they're 12 digits and they started with a 50, 51, 52, or 53. So Bradley, if I could follow up, was that a federal grant? Can you tell me who the sponsor was? If it's classified, you don't have to tell me. Okay, so when you say PA space grant, so does that mean it was a Commonwealth grant or federal? NASA. Okay well that makes sense. NASA is flush with cash these days. So I thought I saw... somebody else had their hand raised. Rebecca, was it you that had your hand raised? If not, I don't mean to put any pressure on you. So if you do raise your hand by mistake, I think there's a button you can click that just says lower hand and you can get rid of the hand that way. I'm trying to be attentive to everybody. I don't want to ignore anyone, if you have a genuine question. So there you go. If you've got a grant with 40 sub awards on it, SAP should be able to handle that. So that's actually an exciting thing. So let me jump over to SAP or SIMBA. You notice I use the terms SAP and SIMBA interchangeably. Now for this tile, even though all I want to do is display a sponsored program, it turns out the word display is not part of the tile name. I happen to know that this one is just called sponsored program. But when I type in sponsored program, I get a couple of different tiles. In fact, I get nine all together, it isn't any one of these. So I click show more apps, ah there it is. That's the one that I need, sponsored programs. Hopefully on your screens, there won't be that many tiles to wade through, it'll be right there in front where you can see it. So for this sponsored program, let's see the one that we were just looking at a moment ago, the numbers are the same as internal orders. So I should be able to type in one of the numbers that I remember. And actually you can see I've been doing this for a couple of days. So the one I'm looking for is actually 1207 and I press Enter on my keyboard. So I have a short description. Most of these objects will have a short description, maybe limited to 20 characters or so. And a longer description, which might be 40 or 50 characters. Those descriptions appear in various reports, some reports can handle a long description and some can't. So just be aware that you may see variations on the name or the title of the grant in various reports. So, I can also see the history of this record. It was actually created by a conversion process. CUS isn't a person. It's just a conversion user. And it was last modified by, actually modified by me, this was me, earlier this morning. So I see who the last person was to touch it. So if I have a question about a change, or somebody else does, they can come back to me and say, hey Beth, why did you make this change? And I can explain to them why the change was needed. So for this sponsored program, we want to know the program description, which I just looked at. But we also want to know things like the funds management area, funds center, functional area and funded program. None of these are on this screen. Now if you're like me and you like to explore, you will probably click the various tabs to see what's here, what might be interesting to me. So the first tab that I click, budget transfer, is where most but not all, what the exercise is asking for is here. So the funds management area, again, one funds management area, one big happy family, it's all 1855. That won't change, but it's there. One of these days will be hardwired in and we won't even have to edit it or even think about it. The funds center, remember that's the same as the cost center. The functional area, the funded program. The next thing the exercise is asking for is where can I find and maybe who is the research office and budget approver. So I'm going to cut to the chase, it happens to be on the responsibility tab. I click that. And actually, I've made a couple of changes today. And what's on this screen is one of these changes, a little sneak preview. In order for us to upload an initial budget or make a change to an existing budget, a research office budget approver needs to be on this screen in the sponsored program. If there's no ROBA on this...and I don't know if there could be more than one, but there definitely has to be one. And if there's no ROBA on one of these rows when we try to upload the budget, it'll bomb us. It'll just throw an error message because it's expecting to see that field filled in. And then that's kind of on purpose, that's kind of a safeguard to make sure that we do have somebody programmed and tagged in this record inside this sponsored program. So I have a ROBA, I also have a co-PI, oddly enough, not a PI. And this morning, the morning class wanted to see how you would add something. So I added a research administrator. I'm going to show you how to add something even though it is not part of the exercise, just in case somebody needs to be added to a particular sponsored program. Questions on this record so far? There are two other things I want to show you. Neither of which are on the slide. Okay, not seeing any Q&A, not seeing any raised hands. So at this point, you might be thinking, and I know I was thinking when I first saw this tile, the way it was programmed in SIMBA, I'm saying where's the grant number? It should be on the screen somewhere. And it isn't, but there's an easy way to find it. So we can jump from the grant from the sponsor program. In about two exercises, it turns out, we can go in the other direction as well, we can jump to the sponsored program from the grant as well. Take a look at this menu command up on the right, where used list. Where's this sponsored program used inside of SIMBA? So click that. Excuse me. And I see oh, wow, there is an actual choice here, grants master data. Let's select that. And I click continue. And so here's a little screen that tells me all of the objects that are using this particular sponsored program. Not only the grant number, which is right here, but it also tells me which sponsor is sponsoring this program, because you may have noticed it wasn't on the initial basic data screen either. So this one happens to be sponsored by NSF. So I see the sponsor, the grant amount, the fund. I know what the sponsored program is, I typed that in, that's a little redundant. And sneak preview of tomorrow when we do budgets, all and only the sponsored classes, remember, those are the commitment items, those are the GL accounts that we can budget against, that are valid for this sponsored program are listed here. This is going to be on the sustainment person that enters the grant in SIMS. It's going to be on them to enter all and only the sponsor classes that are permitted for this particular sponsored program. And my understanding is there's actually three different subsets of the sponsored classes, one for ARL, I think one for Ag, and one for everybody else. So this one is federal but not ARL, so it comes under everybody else. So these are the sponsored classes that are going to be permissible on this particular grant, this particular sponsored program. Questions on what you're seeing here?Okay, I'm not going to make any changes here. So I'm just going to close this little screen. So folks, let me ask you a question. Is it normal to have a grant without a PI? This one struck me as a little odd because it had a co-PI but it didn't have a PI. Okay, so Bradley says, "No, it should have a PI." I'm going to do that for you right now. So you can... and this is again, just a little bit of extra added information. You won't have to do this, but again somebody in Research Accounting might. And you may have to be the one to go to them and say, hey, I noticed this one for some reason doesn't have a PI on it. So right now, we are in display mode, the title of our screen tells us so. Take a look at these three little buttons here. Remember, the name of this tile was just sponsored program, it's an all purpose tile, we can create, change, or display all from the same time. So you probably surmise a little clean piece of paper just like Word or Excel is create a new one. So that's create a new sponsored program. I don't want to do that. The pencil is changed. And of course the glasses are display. So in this case, I'm going to go ahead and click change. Let me widen this column a little bit so you can see the title a little better. So There's a limited number of responsibility types that we can choose from. I say we, I mean the Research Accounting person that's maintaining this. So I'm going to go ahead and click the search button for this. These are the only responsibility types that are permissible right now. So we need a PI. So I click that and I click check. Now, the way you set up the PI, you can do it in a number of ways. You notice I've been affiliating or attaching the responsibility tied to a physical person, only because those are the only data that I happen to know here inside the training environment. However, there are other positions or other raw options for type. I don't know if you would want to use user, you probably wouldn't want to use organizational unit. That means anybody in the organizational unit can be the PI, we don't want that. You may or may not want a job, because the job can have many different positions. And so that means that anybody that holds a job could be the PI, and we probably don't want that either. A work center isn't even an animate object. It's just like a building or a locus of activity. So I think the most logical things that you could choose from with the person or position, and I'm choosing person only because I don't know what kind of data in the Human Resources module Penn State is using for the position. So in actual practice, it might be a position, it might be somebody like, maybe a full professor of such and such or Assistant Professor of microbiology, anybody that has that position can be a principal, but in this case, I want it to be a person. Actually, I think most of the medical related grants that I've seen do affiliate it with a real live person, so it's probably a good thing that I chose person there. Now, the people in here are going to be listed by ID, that's not the same as your Penn State ID, it's going to be a SIMBA ID. And supposedly, I heard that there's going to be a crosswalk of Penn State IDs to SIMBA IDs. I haven't seen that yet. So you notice that they don't take the same format as your Penn State ID. So I'm just going to come to that number that I happen to know is in the system already. And that I've used before, as you can see, and notice I can also delimit, that's an SAP term, how long this person is going to be the PI. Now for example, in practice, I probably want to make these days equal to or broader than the period of performance. I don't remember the period of performance on this particular sponsored program. So I'm just going to put in a multi year validity date. So 2020, and let's pretend this is a five year grant. So it's going to be 06/30/2025, right? Right. And I press enter and voila, I now have a principal investigator. And of course, click save or press Ctrl S on the keyboard. And I now see in my status bar in the lower left corner, sponsored programs, five, whatever it is, 1207 was successfully updated. Okay, so you won't have to do it, but it's I think it's useful to know what needs to be done in order to get something like that changed. Questions on what you saw here on the sponsored program?Okay, we will keep this sponsored program in mind, because I'm pondering using this one as the example for the budget that we will upload to SIMBA tomorrow, in tomorrow's session. So, oh, I do have a question. Let's see. "Where is assignment of credit logged?" Oh, you know what? I just found the answer out to that today. I didn't know... let me switch screens because we were talking about that over in Slack. So if you'll allow me to switch over to my web interface, my Zoom toolbar keeps getting in the way of my tabs. Okay, so can you see my Slack screen? I am seeing that the assignment of credit tab is not going to be in SIMBA at all. So you see where Corry says, "It will not be shared back." In other words, those data are not going to be backtracked to SIMS...to SIMBA. Source of truth will be SIMS. Research offices will not be able to adjust, that's going to be on Research Accounting or the GM team. Bradley since you asked the question, are you going to be on either the SIMBA GM team or are you going to be performing Research Accounting functions? I forget when you told me yesterday what your your duties are.[Training Participant] No, I'm in, I'm in the college finance office. But we do get a report annually associated research incentive funds, that bases the percent of research incentive funds that come back to the faculty based on their assignment of credit. And so seeing that in a, in one place would be beneficial, but it doesn't sound like that's going to happen.[Beth Woodell] Well, it's populated in SIMS. However, on the assignment of credit tab, I'm going to find that...but just to make sure that I was talking about... because Robin asked the same question, Where do you see it once it's assigned? So I'm sorry, my Zoom toolbar keeps getting in the way. So let me do this. There we go. That's the recording tab on the grant. Negotiation... Let me try. This might be on the grant. It might be... might not be on the sponsored program. I think this discussion refers to the display grant tile, not display sponsored programs. So that happens to be my next exercise. We're not actually doing that in the exercise, but you both did ask, so I will address that. In fact, why don't I go ahead and do that right now.[Training Participant] Thank you. [Beth Woodell] You bet. Good segue. A couple of other things I want to mention about sponsored class, folks. Excuse me. This is kind of out of order a little bit, sponsored program. Let me mention something about sponsored classes before I jump into the grants just because I want to go past this slide and I did bring the sponsored classes into the discussion. If you take a look at this slide, they mentioned that basically these derive from the GL account, there's going to be three different subsets industrial federal, ARL, and Commonwealth. And depending on what kind of grant it is, you're going to get the appropriate list for your type of grant. If a sponsored class is not put into a grant in the beginning, we can't budget against it. And we actually tried this last week, where we tried to upload budget to a sponsored class that wasn't on the grant and the upload transaction bombed out. It threw an error because it was simply not an allowed sponsored class. So in order for the budget and the actual is to be allowed, the sponsor class has to be there. And you can have actuals without a budget. Sometimes that happens, maybe you budgeted zero and then all of a sudden you realize, we really do spend against this particular type of commitment item or sponsored class. So that happens occasionally. But if it was never on the list to begin with, you cannot budget against it. Okay, let's talk a little bit about the grants. So there are four grant types. I may have mentioned this earlier, maybe yesterday, I'll mention it again. You're going to see Y1, Y2, Y3, and Y4 and you can see what those are used for. There will be, at least in the beginning, no other grant types. And the ones that I have been pursuing inside the training environment all happen to be Y1. I don't think we put in any others just yet. So the ones we've been looking at are all Y1, which is standard.: non ARL, not ARSO, and not Ag. So a lot of the grant master data does come in from... some of these, when they say the grant tab, these things are what are being populated in SIMS, among other things. In some cases you will be able to, as a post award person, edit certain information. And that is what exercise 2.5 is all about. So, the SIMBA team has given the research offices, I thought, the ability to update some information on some of the tabs. They are listed on this slide as you can see. A lot of what cannot be edited by us is maintained by Research Accounting, or in some cases, where if you just have one person that does it all, your, your central offices, and of course, the SIMBA sustainment team, they are the gods of master data. My understanding is they can do quite a bit, if not almost everything master data wise. At this moment, what I want to do is kind of go off the script a little bit. I wanna show you a little worksheet that was shared with me by the functional team. Can everybody see my Excel file? Okay. It's called all master data fields by tab. If you can't see Excel, raise your hand or put in Q&A. So not seeing any no's. So here's the premise of what is be imported from SIMS to SIMBA. So if you look in column A, there are all of these fields that whoever is creating this thing in SIMS has to fill in. It's about 50 fields. And most, if not all of these fields, map to a field in SIMBA. So in column C, column, D, column G, column I, etc. You notice that some of them are marked in the next column with an X. So in the SIMBA general data tab of a grant, if it has an X, it's coming from SIMS. Same thing with additional grant master data, if it has an X, it's coming from SIMS. If it doesn't have an X, either we're not using it at Penn State, which is possible. Or somebody in Research Accounting has to grab it after it transfers from SIMS and manually populate it. So to answer your question about assignment of credit...I don't think I realized that this was an area of concern. I gotta find it here, I believe, oh, there's a whole assignment of credit tasks. So there may be some information there that is interesting to you. So, the PI, which I guess will be another reason why you have to have a PI because it's one of the fields here, right? And then a total. So all of these fields are actually in the display grant transaction. I highlighted some of these columns in yellow, just to remind myself of where, if there was anything that post award people could edit, we could. So if there's a yellow bar at the top, we post award people can edit it. If there's not, there's not, we can't. Sadly, I cannot share this with you all. It's something that the functional team uses as kind of our working cheat sheet. But I did want to show you a little bit about how the mapping of data works and how that take place, and how much additional information needs to be maintained after the mapping takes place. Getting back to your question about where's that maintained... so I'm going to put in a grant. So this is the one about diamond like materials that I've been working with. And all of the tabs that were just referenced on that Excel sheet are listed across the top here. I'm going to show you some of the what is... Excuse me, I'm losing my voice... of what's mentioned in exercise 2.4. And then we'll do a little bit with 2.5. And I'll also show you that assignment of credit. So I'm looking at exercise 2.4. And they want to know, what are the supported objects? By supported objects, they mean sponsored classes, commitment items. The supported objects tab on a grant is right in the front, it's 123456789. So, I click that, and I see for this particular grant, and these are the sponsored classes that were loaded. Now for each of these, when the central grant maintainer loads these, he or she can specify whether actions are allowed against that particular commitment item. In some cases, they may want budgeting but not actual. Or the budgeting is allowed. Sometimes you may want to actuals but not budget. Usually, though you do want both. And then there's a column for planning. My understanding is Penn State is not yet implementing the planning functions with inside SAP. So I think we're just putting all of those in is allowed by default against the day when, in the future if we ever do utilize the planning sub module, within funds management, it'll be ready for us to use. So it asked us what are the first three sponsored classes? I've got admin overhead and then I've got two ARL overhead sponsored classes, which I'm not sure why they're there because this isn't an ARL grant but may just be on the safe side. Who knows. I don't know if you noticed how I did that. To get to the assigned credit tab. This screen has, I didn't count them, I'm going to say probably between 20 and 24 tabs, maybe even more. They don't all fit on the screen. And I don't expect you all to zoom out so you can see them. If when you're looking at the tabs on the screen, you ever see an ellipsis, little three dots off to the right, you can always click that. And it'll give you a list of all the tabs, and then you can navigate to it. So right now we are on the assign credit tab. So I believe this is where you would see that information. So this again, I'm going to cheat. When I come over here to my master data fields by tab spreadsheet and I see assignment of credit and I see the PI or co-PI name, the user ID, and the total are importing from SIMS. So Robin, that's the answer, I hope, to your question. So the name, the user ID. And I think when they say total over in Excel, they mean... you can see the little sigma there...I think they mean the total percentage. So let me ask you this. Anybody who wants to ask not just, Robin or Bradley who brought it up... How do you think you will be using this? Or how have you used this information on past grants? Because maybe I'm a little bit in the dark about it. For this one, it might be easier to take yourself off mute and just explain it in real time. Okay, fair enough. Well, you know what, when in a pinch, if you ever have a doubt about why am I showing you this field, or why is this field here? It's going to be on some report somewhere so I could see where that could come in handy. Okay, Robin, I'm to ask you to kind of put a bookmark in next month. I won't be on the project anymore. But my understanding is next month there is a grants analysis training class that will be taught in little while. It goes around a lot of different reports other than the ones we're going to be showing you and we understand it's going to take a while for the system to accumulate real data, real time data, but at least, that class I hope you'll be able to take it and they may be able to address which reports to use this type of information. Anybody else? Okay. So a couple of other things that we, as post award people, are able to do on the grant master. In order to do that though I need to get out of this tile because this is just display. So I'm going to go back home. It turns out that there is a separate title for create, change, display master, grant master. Create, change, display grant. So there are going to be certain users at the university they are going to have this tile and others that are only going to have the display grant tile. Okay, so here we are on create, change, display grant. Same grant as what we were looking at a moment ago. And I decided that I want to add some... maybe non quantitative information. If you look on what I believe should be page five in your exercise packets, they show you how to add a term and condition. And they also show you how to add a contact. As long as we're on this record, they also show you how to verify the period of performance for a particular grant. So, first, they decided they want to change the terms and conditions. This is not one of the grants or excuse me, one of the tabs that displays. So I'm gonna have to click that ellipsis again. You might wonder why aren't these in alphabetical order or something like that, it'd be easier to find that way. I think they decided just put them in the order of maybe importance or frequency of use. So the less use tabs are off to the right. So T's and C's, terms and conditions. You can see I've actually done this once today. We did this in the morning class, I added a had a clickable condition, no foreign nationals based on the class request. So before we do anything else, I'm still in display mode, I have to change it to change mode. We actually did this on purpose. When running the tile that could go both ways, either change or display. They decided let's start in display so you don't actually hit a field or type something by mistake and change something you didn't mean to change. So it's kind of a failsafe. I know, it definitely helps me, it protects me from myself. So first thing I need to do before I change anything is click the change command on the menu bar. The keystroke for that is shift F4. Now I'm in change mode. Now it gives me a row for an applicable conditions and I'm going to click the drop down here. So you can see all and only the permitted applicable conditions. I'm going to scroll through this list fairly slowly. Just so you can see some of the options here. Now, since this is a federal, not an industry grant, can any of you suggest... We know it's out of the College of Engineering, we know it's a federal grant, we know it's from NSF. Can any of you suggest and kind of appropriate condition from this list? Do any of them look familiar to you? Have you used them in the past? I'm open to suggestions. No suggestions? In that case, I will pick one. Although I've already picked my favorite one, because it's the easiest one to program. Let's see...how about limitations on subcontracting. So if you have a sub award, you probably have a subcontract in there somewhere. And notice that this award already has an applicable condition of no foreign nationals. So the the sub award or the sub contract may have a similar restriction. So I'm just going to type something in notes. And this is a free text field. I think the limit is 50 characters. You know what, let me put this on US. I'll put that. A little nuance about the training environment that will not be in production. We found bug actually, in order for me to save this, I actually have to add a third blank line. And then save. So now I have limitations on sub contracts. US citizen or green card only. And the status bar tells me this grant has been successfully modified. Questions on how I did that?Okay, couple of other things that the instructional designers of the course wanted to show you. I'm gonna have to scroll back to the beginning of the tabs list. The next thing they want to know is what's the period of performance? So a moment ago, when I was looking at the sponsored program with you all, I showed you how you could drill down and find the grant. This is just the opposite. In order to find the period of performance, and I'm inside the grant, I have to drill down to the connected sponsored program. Notice, by the way, when I saved that change, it brought me back to display grant master. So in order to get to its related sponsored program, where I go is the dimensions tab. This is where all of the derived data occurred. So I clicked dimensions and the fund was derived, the sponsored program, internal order was derived, and the sponsored classes were already there. I double click the sponsored programs. Now, if you already on sponsored programs, you don't have to go back to display grant and go in through the back door like this. You could always begin changing the sponsored program from here or at least displaying the period of performance. But in this case, we were in display grant. So we had to find a way to get directly to the sponsored program. So here we are, and it's asking on the additional data tab, this is where we find the period of performance. You would think it would be right up front, but it's not. So that was under the drill down to the sponsored program and then go to the additional data tab. Sneak preview. This is also where your sub awards are. We'll talk about sub awards tomorrow. Question so far?Could you indulge me for one more task inside this transaction and then we'll take a break? One other thing that they decided they want to do is add a contact person at the sponsor for this particular sponsored program. Now, we're not in the grant anymore. We're in the sponsored program. SAP does that sometimes. So I clicked contacts. You can see I've added one already. We can have as many contacts in the sponsored program as we need, and they they can be for the sponsor or they can be for anybody in the award, the sub award, anybody like that. So, I decided I want to add a new contact and it is going to be somebody over at the sponsor. I clicked add contact and nothing happened, how come? Did anybody catch what I forgot to do? If you look at your exercise packets, the steps on on page five, say click the Contacts tab. Okay, I did that. Click the pencil icon. I'm in display mode. I can't change anything until I switch to change mode. On many screens, as I pointed out before, you will see these three: create, change, display buttons. So I click Change. Now I can add something or somebody in this case. So let me ask you for then... as the sponsor, you can see I've already entered a program manager. Who are some people over at the sponsor that you all would normally interface with? Which one of these content types should I choose? I'm going to let you choose.[Training Participant] Grant manager. [Beth Woodell] Okay, Grant manager is good. And I tend to honor my personal friends when I'm in here. These are not real names. I'm just making them up. But they're reminiscent of my personal friends. Let's see. So this is going to be well, this is the sponsor is going to be NSF. So let's say...I'll just put program manager... not program, excuse me, grant mgr. Actually I tried to type the university programs and it wouldn't let me. There is a limit on characters, so I'll just leave it like that. Obviously this is not a real email address, I don't want emails accidentally going out. So you can put in as many of those as you need and then click Save. And if you need to delete one, I haven't mentioned this so far in these classes, but if you needed to remove somebody, obviously go back into change mode, you can select them, and then click Remove contact. And then they've just gone. And don't forget to save. Questions on how I did that? Okay, questions on why you'd want to do something like this? Okay so it's 2:15. Let me give you and myself a 15 minute break. I'll see you after 2:30. We're done examining master data unless you have another question that you think of. So when we come back, we're going to be just wrapping up the slides. I think I have a poll for you to take. And we'll do the poll when we come back. And then we'll talk a little bit about billing. So I'll see you about 2:30. Not sure if she's back. I think I have the authority to launch the poll as well. Okay, folks, the poll is now active. These are knowledge check questions. Put your best guess to the answers on the poll and we'll accumulate the answers and display them once we have them. Sneak preview, some of these questions might be on the assessment at the end of the week. So acknowledge them well. [Patty Nordstrom] We have a good response rate. So I'm going to end the polling. [Beth Woodell] Okay. All right. So let me get screen... here we go. Okay, so first question. Internal Order Type for grants is 50. I think everybody got this one right. This is true. And I know I kind of diluted the answer a little bit by showing you all the other different kinds of internal order types. But for grants, you're going to be zooming in on a 50 Internal Order Type. Sponsored programs have the same number as internal orders. That happens to be true. Remember, they're always ten digits and they start with a 50 or 51, 52, 55. Which grant types are used by Penn State? Choose all that apply. Well, those multiple correct questions always used to bollocks me up when I was an undergraduate. So I think it's easiest to remember we just count down, 1234. So the answers are Y1 and Y3. We left Y2 and Y4 off. Y5 and Y6 are not legitimate grand types at Penn State.So the demos and exercises on this slide have all been accomplished. I think I showed you at least one and probably two of each of these and I hope you're feeling a little bit more comfortable with mining for data and trying to find out information about existing records in the system.BillingThe next thing that I want to talk about, and I have one transaction and one poll to show you, and then we'll conclude for the day, has to do with billing. Now I understand that people in post award aren't going to be actually doing billing, but the instructional designers felt it would be useful for you all to have a high level understanding of the billing process overall, and actually, as you will see, some features of billing plans for certain types of grant billing schemes. So, in order to explain the little flowchart that I have here, I need to kind of step back a little bit and talk about SAP architecture in general. I mentioned yesterday that one of the appealing features of SAP to customers like Penn State, who purchased it and implement it, is it's modular nature. Customers can choose to implement modules that they need to run their business and they don't have to buy the ones that they don't need. So in order for us to do sponsored billing, it's actually a type of accounts receivable in a way. So in order for us to implement accounts receivable, ultimately in SAP and where that stems from, what the genesis of that all is in the sales order. So I understand technically we're not really selling anything as such like a sales rep goes out there with their little briefcase and says, hey, I want to sell our research services to you, it's not like that. But in order to create a bill which creates an invoice, which creates a payment that we apply to accounts here, when the sponsor gives us our money, our sales order needs to be created and then it's also on the backend. We're actually going to be going into a sales order and examining it to look at some features of it that are relevant to us as post award administrators. But basically what happens is when the award is first set up in SIMS, and it's transferred from SIMS to SIMBA, a sales order in SAP is created automatically behind the scenes. Sales order numbers or not intelligent, they're numbered sequentially, and eventually at some point you're going to have many, many of them, but the ones we're going to see, maybe do, are low numbers, we're going to see probably like numbers one through 11, or one through 15 or something like that. So we're starting from the bottom here. Part of the sales order is billing information. And within the billing information, there is going to be a billing plan for any grants that need a scheduled billing plan. I'm going to talk about that on the next slide. So the sales order's created, the sales order needs to have a billing plan pattern for certain types of grants. So that's shape number two in my little flowchart here. And then once the other aspects of the grant in SIMS are finalized, the grant is finalized in SIMBA. And then we start spending, right we started posting actual to it. So we've got our costs here, indirect costs, FMA costs whatever. I believe this is an overnight process, the billing run is an overnight batch job, which if we have costs that we need to invoice the sponsor for, the overnight billing run will pick that up and generate AR invoices. And this is out of our hands. This is something Research Accounting and accounts receivable work on. They generate these invoices, they get sent to the sponsor, the sponsor sends us payment, and then we apply the cash as needed. So that's the last shape here. So that's like a 50,000 foot view on billing. But I also explained there just to let you know, why are we looking at a sales order, we're not really selling anything. We have to have someplace to store the billing information. So that's why we're utilizing a sales order in SAP.There are going to be four different billing types at Penn State. And sneak preview, this question is going to be on the assessments. So it's going to be a poll question. It's four different billing types. Only three of those billing types actually have sales orders associated with them. So we could have something called milestone billing, that is a type of billing ... Actually, it's the one I'm most familiar with, where we request payments based on certain benchmarks that were previously agreed upon in the award paperwork. So my favorite example is one where it might be, excuse me, an ARL or NASA or some other kind of science or engineering grant where we have to bill a piece of equipment or instrumentation for the sponsor, and they want to see how it's going. They might want to see a prototype a, prototype b, the prototype c, whatever, and then the final product. So those are milestones. Every time we hit one of those milestones, and, and they see what we're doing, we send them an invoice for that event. So that's one type. Another type is periodic billing. That is just when we agree we're going to send you a bill on these dates, could be annually, it could be quarterly, could be monthly, could be some other time span, doesn't matter. The bills do need to be placed in the sales order and that is part of Research Accounting will maintain. So for periodic billing, you're going to see fixed amounts for... and actually before I do anything else...Now, for the previously specified time period, so for example, for a three year grant, they may say we want you to build us on July 1, 2021, 2022, 2023. And that's it. So that's periodic. Then there's resource related, that has to do just with the costs that we rack up as we pursue the grant and we accrue costs. So we have unbilled expenditures that may exist in the system. And we bill a sponsor for those, we post revenue to the grant, but those are on kind of an as they occur, kind of basis. As the resource spends the money, that's when we send out the invoices, and then when we get the money, that's when we apply the payment. So that's why open receivables are created for the sponsor. In the training environment, I don't have any milestone billing sales orders to show you, but I can show you a periodic one. And I can show you an RRB one. The fourth type of billing is manual. Those do not have a sales order, but they are legitimate billing type. And occasionally, you may need to do that for manually calculated amounts. So for example, maybe we bill the sponsor for service. And now we realize, oh, you know what, this cost more than we thought it did, we may need to send out a supplemental bill to correct the amount, that kind of thing. Or there may be some kind of service that we hadn't anticipated that we have to provide, and we're billing the sponsor, so they're going to be invoices, there just aren't going to be sales orders. A little bit more about sales orders. And I think I kind of touched on some of this information, but I'll amplify on it a little more. So if a grant that does not use manual billing is created, like I said, the sales order is created automatically. We're going to see that in a moment. There is a tile, the code for it in the old system of transaction codes, there was a GM grant, I think that tile is now called change grants. And Research Accounting will be responsible for changing that. So when we change the sales order, well we... when they change the sales order, when SAP sells something, and I'm putting sales in air quotes, we have to sell a product of some sort. And that product has to have a catalog number of some kind, you know, whether it's a service or tangible good or park or something like that. The SAP term for a good or service is material. So on this slide, when I refer to the material number, I'm talking about the item that we are billing on. And what the setup team in development in SIMBA has done is create three special custom, actually proxy materials for us to use, so that we can bill. Because we can't generate a bill without a material. So we had to create something. So these are going to be custom material numbers. Nobody else at the university is supposed to use them, just the grant process. And they're going to be distinct, depending on whether it's milestone, periodic, or RRB. I'm going to show you two of these in a moment. So here's a screenshot of one. This looks like this was one that was done for milestone billing because I'm seeing the billing rules, five milestones. Those came about, again, as a result of what was in the original award. And you can see the sales document number right here, kind of a long number. And Research Accounting maintains all of this, so you don't have to worry about doing it. But if you ever need to do any research on it, this is what we're going to do. So with that in mind, I'm gonna jump over to SIMBA and I'm going to go home. Now in your exercise packets, I believe it's on page six, the Fiori tile that they're asking you to use is change sales order, I do not believe post award people are going to have the security role to run change sales order, that might be a typo. So I want to put in display sales order instead. I think I jumped the gun, I'm refreshing the screen a little too quickly there. This is a standard, out of the box, vanilla SAP screen. Even my private companies use a screen like this when they are creating a legitimate sales order where they're selling stuff. So the order has a number and we might be able to search for it once we accumulate many sales orders in the system. For this one though, I'm just going to go searching for what's already here with the search button. I'm not going to put in any criteria here, I happen to know there are not that many sales orders in the system just yet. So I'm just going to click find. So I've got 11 of these. So for every one of these, I'm going to ignore the PO column, and just scroll over a little bit. The sold to is going to be the sponsor. Remember, these look like sponsor numbers. Remember the other day and this afternoon when we looked at a sponsor, they were all nine digits. And they started with a 9, that's what a sponsor is gonna look like. I can see who created the sales order. The sales type, which is kind of behind the scenes, related to the material, you can kind of guess, from just the abbreviation that some of these periodic. And some of these are RRB. But I don't want to give away the plot just yet. So the document number is here. I'm going to use I think number three, that's an interesting one. So I double click that. And I press Enter on the keyboard. So let me narrate this screen for you a little bit. Here's the sales order with one material in it at the bottom here on the all items panel. In the header of this sales order, I can see all the sold to party ones. This was the sponsor. As a best practice, I know I've been discussing this with the functional team, and it looks like when whoever entered this sales order did so, they actually put the grant number in the customer reference. That's not required but I think that's a pretty slick idea. So I know the functional team is talking about maybe making that a best practice. I don't think they can coordinate the fields but it's probably a good idea to put the class somewhere. So there it is. And I can see the net value of this particular sales order and the reason this one has a value is that the amount has been set beforehand. The reason I know they've been set beforehand, when I scroll down, I can see the material is the proxy material for periodic billing. So if you look at your exercise packets, notice it says enter the order number...Order number three, click Continue. Double click on the material numbers ZGMPER. Okay, so I do that and it brings me to a little different area within the sales order. It's actually giving me detail on the line item. For this one, it says this line item is worth $75,000 as of October 15. And I can see that proxy material and the quantity is always going to be one regardless of how many bills we send out. For periodic billing, the state, we're going to be on the billing plan tab, only for periodic billing types, you're going to have a billing plan tab. The other one doesn't make sense to have a plan. But in this case, it does, because we know when it's going to occur. So let's take a look at this. For this grant, start date last September, end date coming up, August 31. For the first period, notice the period is four months. So it's not a month, it's not a quarter, it's not a year, it's just this weird little period, probably, again, in the conditions of the original award paperwork. For the period September 1 through December 31 of last year, the billing date is technically going to be January 1, but it actually is not going to be sent by us until the 5th and I'll show you why in a moment. Now as far as the first of January goes, we could have loaded, when I say we I mean the development team for SIMBA, could have loaded a calendar into SIMBA that recognizes major holidays like New Year's Day, Memorial Day, Christmas Day, Thanksgiving, all that good stuff. We didn't do that here. So January 1 is just another day, as far as SAP is concerned. So on January 1, the bill is supposed to be ready to go. In this scenario it's actually going to go out on the fifth. And the reason for that is that this field here, which is not in the exercise kit, I just noticed that myself a couple of days ago, there is a billing scheme of the file. And let me show you what's here. There are a couple of different billing schemes in here. What they're calling a date determination rule. And just look at the Z's. We're only going to be using the Z's. The other ones are templates that we use to create the Z's. So quarterly first of the month, quarterly laughs of the month, annually, first of the month, and periodic bill on the fifth of the month. So for this one we chose, we're going to send out these bills on the fifth of the month. So that's why that Z5 is there. So, technically on the fifth of January, we should have generated a bill for $25,000 to that particular sponsor. Same thing for the second period, January 1 to April 30, we should have generated it on the fifth of May. And when August 31 rolls around, we'll generate the third and final bill on the fifth of September again, regardless of whether September 5 is a holiday, it may be Labor Day, maybe not. I don't know, but that's going to be our date. Questions so far? I have a couple of other things I want to show you on here. Take a look at this column. It says bill ST. But the really, the real name of that column is billing status. We can't change it. But I do want to go in there and search for available options so you can see what's here. It turns out that all of these rows are an A, because they have not been billed yet, their billing status is open. Sometimes when I teach this class and I first get into this billing plan, I get a little pop up that says they're on billed days in the past. I didn't happen to get it today. Not sure why and it should, because there are actually two unbilled dates in the past. We should have sent them a billing or an invoice in January, and another one last month, but apparently that did not happen. So if for some reason we might be wondering how come the sponsor hasn't paid us for these two periods? That might be the reason why. These invoices are still open. So the invoice or the bills, I should say, have nothing generated yet. And what that also means is that invoices have not been sent through workflow approval, only when they are approved in workflow, does the invoice actually come out of accounts receivable and get sent to in this case, the sponsor. So the bill status is A, it's still open, you might want to do some background research on that. If it's a B, that means it's partially processed, that means that the bill's been generated but it hasn't been been fully approved in workflow yet. And C invoice means it has been fully approved in workflow and the customer, in this case the sponsor, has been invoiced. D and E I think are self explanatory. I don't know if we're going to be using those. A lot of you are probably going to be seeing mostly A's, B's and C's. So questions about the billing status? Again, this is not additional work for you. This is Research Accounting, working together with accounts receivable for your unit or your campus. But this information is used to to determine not only the status of the bill, but you know, where's our money, basically. Now, one other thing I want to show you, and I don't think this is going to yield us any data on this particular sales order, but I want to show it to you anyway. So let's suppose that at least two of those three bills were generated, the invoices were sent out, and maybe we got our money for one of them. And we want to know what the status of those is. Have we sent the invoice? Have we got the payment? If we had received that payment or if those invoices had gone out, they would be in this menu command here, display document flow, or the keyboard shortcut for that is F5. So it turns out when I click that, what this is going to give you, and this is a common transaction in a lot of procedures inside SAP, not just grants. You're going to see a list of all the documents that SAP created as a result of this process. So for this one, I can see, well, we have a sales order. It's, it's number three, that's how I know it's the sales order. And it's open because we haven't generated any invoices. If the bills were here, they would be indented, they would be like sub documents. And if they have been paid, there would be some sub documents underneath those and the invoice document would be listed, and the payment... not the payment invoice, but the cash application document would be listed here as well. So this one has a little bit of work to be done on it. It has been sitting like this since October. Excuse me. Questions on this?Okay, so we just went off our way down deep into the structure of this sales order. So let me go back. So let's take a look at our exercise. It asks us go to the billing plan, and asks what are the net value and the start date and the first three billing date. So we saw all of that on one or more of these screens, net value 75,000. Your start date was inside the material, September 1, and our first three billing dates, January 1, May 1, and then next September, this September coming up. Questions so far? I want to show you all our B sales orders so you can see how it differs from periodic, but I want to entertain questions before I do that. If there are no other questions, let me go back. I don't want to go home. Okay, so I decided I want to see another sales order. Let me see if I can see... this one, unlike the other transaction, is not allowing me to jump to another sales document. So I think for this tile, I will have to go all the way back. And I'm going to go searching for a resource related billing sales order. So for that one, I chose a sales document type of ZGRR, which I knew happened to stand for resource related billing. So in the system currently we have five of those. I'm sorry, I don't have any to show you related a milestone, but this will at least give you an idea. So I think for this exercise, I've been using number 11. Let me go ahead and use that. Couple of other nuances here. I'm seeing the sponsor is because the sold to party is the sponsor. Customer reference, this grant has a little bit different number, but that's okay. Notice, the net value is zero. RRB net value is going to be zero because we don't know what the value is going to be until we actually start spending. We don't load the entire value of the award onto an RRB sales order. We just keep it at zero. And we generate those invoices as we spend money and we buy stuff basically. So for this one, the material is ZGM_RRB. Z is for custom and G is for grants management, maybe you've learned that already, I just wanted to point that out. And to the other material was PPR for periodic, it will be MIL for milestone, or RRB for resource related. So I double click that. And notice the menus for the tabs are a little different. There's no billing plan here. There may be a billing document, there is a document flow. This one's not going to have anything either, I can tell you that because we haven't billed anything yet for this one. But most of the other fields are essentially the same. Questions about RRB sales orders?If there aren't any other questions, let me go home. I don't think I have any other demos for you today. I think that's the last one. So we did display the periodic billing plan, I showed you how to do three... or two different flavors. I wish I could show month by month. I'm sure there will be some once we go live, but for right now, those are the only two that I have to show you. And now it's time for poll number two. Patty, if you'd do the honors, please. And you should be saying poll number two on your screen. By the way, if you haven't already surmised, even if we were in an instructor led environment where you and I were all in the same room, all these questions are open book, you can look at your notes. You can see, if you're sitting with someone else, maybe you could, it's like if you're back at the office, you could ask...we're not trying to give anybody a hard way to go. So, if you need to look at the PowerPoints, look at the exercise packet, read your notes, please do. And of course, in a remote environment, I can't stop you from doing that anyway. So these are all open book. Patty, I think we might as well stop. I'm not sure how juror number 12 is going to vote. But I think with this question, it's easy enough that I think they kind of get it. So grants have four billing types. True or false. I realized the first time I taught this class...I thought this was an easy question. I realized, you know, there's kind of a hook in this. The answer is true. There are four billing types. There's only three different kinds of sales order types. But the fourth one, manual, even though it does not have a sales order associated with it, still is a valid billing type. So it might be one that's awarded a little crazy, but the answer to this one we had in mind is true. Four: billing milestone, periodic, RRB, and manual. Folks, because the budget lesson is a fairly complex lesson. I'm a little hesitant to start it now. But I'm afraid that we're going to have to break right in the middle of it. And so, if it's okay with you, I want to give you back a little bit of your time. I need to do some prep to set up the, the budget exercise for us. I do want to give you a little sneak preview though. And many of the companies, not just universities or state and local governments, but also private companies that I teach finance and controlling to, including grants. They're making extensive use of upload files, utilizing Excel usually to construct the file and that poses a number of advantages to it. If you can see, on your screen right now my, my Excel file that is a template, that at least for the first few months after go live, we will be using in the post award area to upload an initial budget, and then maybe any changes to budgets, once a grant is finalized, and it is in SIMBA. So as you can see, this template is fairly complex. And it will kind of be a little tricky for me to just kind of break off in the middle of it. So, with your permission, what I'd like to do is put a bookmark in the lesson on budgets, you can put a bookmark on page 6 on your exercise packet, and if there are no other questions... I'm gonna give you an opportunity to ask last minute questions. In which case, I am going to stop sharing my screen, and Patty, you can stop the recording. I think this is a good place to stop. I wish you all a pleasant afternoon and I will talk to you all tomorrow.BudgetOkay, thank you, Patty. And thanks, everybody for coming back for another enjoyable day of Grants Management Training. I'm still Beth and I'm still here in Maryland, and we're still having inclement weather. So again, advanced apologies if I lose network connection, keeping my fingers crossed though. It's better than it was yesterday. So I'm glad you all are back. Before I dive into the two lessons that I want to cover today, do any of you have any lingering questions from yesterday, or even Monday for that matter, that you'd like to ask at this time? Remember, we've talked a little bit about doing research on master data, a little bit about sponsors, grants, sponsored programs, and internal orders. And I also showed you a little bit about how to display a sales order and get billing info where needed. Anybody think of anything that they wanted to ask us today? Not seeing any hands, not seeing any Q&A pop ups. So if that's the case, let's dive into what I consider to be the meat of this course, which is talking a little bit about budget. How to upload a budget, how to modify a budget, and how to actually construct the budget offline. So a little bit of background here. There are many processes in SAP, not just budget upload, but other finance processes that benefit from having many rows of data or records of data put into a file to be uploaded. We usually use Excel for this. So I've seen this at other clients that I've taught us SAP at, the idea of using a budget upload, or a journal entry upload, or an AP invoice upload, it's actually pretty common. And there are advantages to that. One advantage is you have the full power of all of Excel's commands. And you're going to be seeing him the template that I will use to upload the budget, there are a couple of little tricks built into the template that I hope will make your life a little bit easier, make short work or creating budget rows. And the other advantage that I consider is that you can do it offline. So even if you don't have access to SAP, at least you can put in budget data in Excel. And then when you do get back online, and you do gain access to SIMBA, you can do the upload at that time. So there needs to be some setup that occurs. Some of this might be a little obvious, but I'll go through it anyway. Prior to the budget being created or adjusted, there has to be an internal order in the system. Now again, we don't do that, remember. That happens at the time the grant is created and finalized in SIMS, but it is going to transfer over. So the internal order and it's related sponsored program and funded program have to be in the system. And the grant has to be created as well and finalized, fully baked in SIMBA. So one of the pieces of information that we put into the Excel template is the internal order or in the case of ARL, a WBS element. Apologies in advance to any of you from ARL. The examples that we have constructed for the exercises are non ARL examples, but I'll try to point out where the differences are where I see them and you can ask questions along the way as well. So there's basically two steps to the process. The first step is to actually put in the budget data into the Excel template. And then the second step is to help load it into a particular Fiori tile in SIMBA.When do you use that budget upload process? We use it for a number of things. First, when we have our brand new, original budget award, whether or not it is a cost share budget. Today's example will not be cost share, but they can be used for cost share. We can use it for sub awards, if we want to upload a budget just for sub award. A number of sub award is it's very own internal order. It's very own sponsored program. So we could upload a budget just for a sub award if we wanted to. We could also move money between sponsored classes, or between sponsored programs and so when I think of moving, I'm just thinking of realigning the budgets. So for example, if the original award specified, it may be $500,000 for full time salaries, and then maybe... I'm envisioning maybe four full time faculty members. And then later on, you find out that it's really only going to be four full time faculty in one postdoc, and the postdoc is not going to be paid as much as the full time faculty are, so you may need to move some money around to reflect less money on the postdoc line, because a postdoc would be a separate sponsored class and a little bit, maybe more money or maybe the same almost for full time faculty. So that's a way of realigning the budget. We can also use the Excel file to decrease budget or increase budget. I have two exercises that I'm going to demo to you today that are in your exercise packet. One of them is the original budget award and the other one is a decreased budget. I am not going to demo all six of these different scenarios to you. But we figured this will be enough to at least give you a flavor of what it's like to construct the budget and upload it into SIMBA. In this morning's class, I was also able to kind of improvise a demo... a budget with an error in it. And if I have time today, which I think I will, I want to show you how certain errors can occur when uploading budget and how to fix them. That's a very common thing, not making the errors, but when you get an error, you want to know how to fix it naturally. So I can't predict every error that's going to happen. But there are a couple that I've actually done myself. So I can show you one or two of those, and what the fixes are. So that's a little sneak preview of what you're in for today.Now, when we upload an initial budget, we have to give it a document type. Remember, yesterday I mentioned that everything SAP does, has a document kind of format, and there's a document type. The document types that we generally use, particularly when the grant is active, and we're comparing budget versus actuals, it is... there for document types. They are listed on this slide as you can see. The first two, te U1 and the U2, are really as much for SAP back end structural requirements or architectural requirements as they are for us to manage a budget from. So U1 is going to be an unreleased sponsored budget without cost share. U2 is a cost share budget. I sadly will not be demonstrating cost share today. I will find out if that's going to be addressed in super user training. But I know there are times when this does need to be done. And so we can get... if we don't get training for you on it, we can at least get step by step guides that show you how to do that. There is also such a thing as a release to budget document. And there are going to be two codes for that, B1 for a regular sponsored budget without cost sharing, and B2 for cost sharing or match document. So today I'm going to be working with a U1 and a B1 to show you the basics of how budget is uploaded into SIMBA. SAP also requires that you tag each budget document with a version. Now at some of my private company clients, they have multiple planning versions, almost like what if scenarios in Excel. So that they can see, well, what if we allocate money to this area and not to the other area or vice versa, whatever. Or sometimes plans change as a fiscal year progresses. So they may have multiple budget versions. Here at Penn State, we're only going to be using one budget version, but we still have to fill in the field, it's always going to be zero. Part of the reason for that, at least for right now, is that we haven't implemented the planning sub module in SAP just yet. When I pull up the template to be used, you'll see how all of these things come into play. I do want to go through a slide or two first and then I'll switch over to the template and we'll take a look at how it's constructed. So...Oh, okay, very next slide. So here's a sneak preview of it and you know me, I'd rather show you the real thing than just the screenshot. So, what I like to do at this point is switch over to Excel. Let me find Excel here. Here it is. Alright, let me close this one. This is the file I was working with this morning. I am told that all of the templates to be used for various financial upload purposes will be available somewhere on the SIMBA website. I don't know exactly where. As soon as we find out we will let everybody know. So this was actually emailed to me. So I want to give you kind of a tour of this workbook, sheet by sheet, so that you can see what the various cells are supposed to do, what the tabs are supposed to do, and, and what we are allowed to modify and not modify. So, excuse me, this workbook has three tabs, I strongly strongly recommend not deleting any of the tabs behind the first one. The first one is actually the only one that SAP is going to import data from. The other two are there for data validation purposes. So this one, it probably doesn't hurt anything if you do delete it. This tab, SC commitment item, does break something if you do delete it. So don't delete that tab and I will show you why in a moment. What I want to do now is narrate all of the fields that you're looking at, what they mean, what you're supposed to be putting in the field. Some of them may be self explanatory as you're looking at it. But let me go ahead and narrate it anyway. First...I also strongly recommend do not add columns, delete columns, change the order of columns, change the title of the columns in row one, or append columns to the end of the sheet on the left...column P... don't put anything in any columns other than P. Also do not change the numerical format of any of the fields that have non text data in them. So posting date is the date format. Some of these fields look like numbers, but they're actually entered as text. Leave the numeric format just the way it is. You can make the text red, if you want to or highlight a cell in yellow or something like that, but don't change the numeric format. Here's the reason why. SAP is going to ingest if you will, all of these data in exactly the order and exactly the format we have mapped out here. So behind the scenes, every one of these columns is going to map to a field back in SIMBA. And in case you're wondering, that is what the purpose of this tab, the SAP fields tab is. The configuration team has actually been using this as kind of a cheat sheet, but you can use it too to figure out what kind of data goes in which fields. So I'm going to draw your attention to, for example, row seven here. You don't have to change anything on this tab, just read it. So what this row tells me is that whatever you type in the doc type field, is going to map to a field in SAP also called doc_type, and it's two characters. And here are all the valid codes that we are using. So you can see A1, A2, B1, B2, C1, C2, U1, and U2, those are the only valid codes for that field. So we're going to be using a U1 and a B1 today. Nothing else is valid in that field. I may refer back to this tab as we're filling out some of the other fields on the example tab. For every budget that we're uploading, we're going to create a document. And again, as I mentioned, every document in SAP is going to have a header with overarching information that applies to all lines in the document. And then underneath the header, it will have more than one line, or more than one line, I should say. The number of lines is unlimited. But in reality, you're going to have one line for every sponsored class that you're uploading. So it could be anywhere from, I don't know maybe 50 to 100 depending on what the initial approved budget for the grant was. So let's take a look at row two on this one. And these are all data that normally the user, that's you, would type in. But if you want to use this template as kind of a shortcut so that you're not really typing the same thing over and over again, you can definitely do that. I certainly do it. So the first row under the header, this is row two, it's the first...Let me scroll over here, and there we go. So in cell A2, let navigate to A2 here for a minute. The first thing we have to tell SAP is is this line for the header or one of the line items? So here the record type is going to be H. H for header and I for line item. So when you're entering the header, your record number is going to be sequential. You can see we're actually entering budgets for six different sponsored programs. So I have header 12345. And here's one. And then what's the process? Here it says enter. Now, back in the SAP field tab, you might go, well, if it's not enter, what else can I put in that field? And it is right here. So that is the process field, ENTER for enter, or RETN for return, SUPL for supplement, and TRAN for transfer as you can read. So that field is always four characters. And those are the only valid options. In this scenario, this is an initial budget, so we're entering it. This line is going to be for the unreleased budgets. So that's why I put in U1, it's unreleased without cost share. The next cell, I'm in E2 at this point, is a description. And I think this is limited to 50 characters. Yes. What I like to do when I'm fleshing this out, is actually copy and paste the short description of the sponsored program from either the sponsored program tile or the display grants tile. Either one of those will work. And so that helps me keep clear in my mind, which line items are going with which sponsored programs if I'm not going to have all of those names, and numbers memorized. So the header description contains the global description of the grants, that's what I put in that cell. And then the budget version is always zero. That is all you put in the header. I do also want to make a comment about column G. Right now, Penn State does not implement or maintain or reason code in the budget upload process yet. I believe they will in the future, though. That is still to be developed. It's here in a template but we're not using it yet. However, I did say a moment ago don't delete columns. Because again, SAP takes the columns in exactly the order that's shown. So for now, just leave that column in there and leave it blank. It's, it's not hurting anything. So when we upload this budget, just to see preview, that column will actually throw a minor error. It doesn't impede us in any way. On the header row, anything to the right of column G is left blank. And you can see I've done that not only in row two, but also in row 7, 12, 17, 20, and 23. So that's all ahead of me. Questions so far? I'm guessing there gonna be no questions on the header because the good stuff is in the line items. So for every header, you will have one or more line items. So when you're entering these, the record type is going to be an I for line item. And then record number is going to match whatever the, the record number of the header you're putting the line item in for is. So this is a line item and record number one. You don't put in a process, a GM doc type, or a header description, or a budget version, or reason code. So that's all part of the header. Forever every sponsored class, you're going to be putting in a posting date. Notice that this is already last year. So when I construct this for this exercise, I'm gonna have to change the date. The internal order or sponsored program if it is not ARL. If it is a ARL, you're going to get your sponsored program from your WBS elements. So that is what you would put in column J. So you're never going to use both column I and column J. It's always going to be one or the other depending on whether you're ARL or not. This one happens to be not so I'm leaving column J blank. Now column K and L. These are my two favorite ones in the entire worksheet because they have an actual little shortcut built into both of them to... for us to make short work of entering these data. On the SC commitment item tab, I said a moment ago, never delete this tab. And here's why. All of the possible commitment items, sponsored classes are listed here. And I believe there's 58. And then there's, and there's no header row. So there's 58 different sponsored classes here, and they all have a name. Back on the example sheet, column K is a data validated column. You'll notice when I click in any one of these cells, there's a drop down there. We don't want the user to type in their own name for the sponsored class. We already have master data records for every sponsored class in SAP. And there are people whose job it is to maintain those sponsored classes. So while it is more accurate for us, it's simply to select the appropriate sponsored class from this drop down list. So I'm going to pick on this row here. I'm on row five for a moment. Travel...I'm not sure. Why do I have two roads for travel? That's a little strange. I guess I'll leave it in there. So you'll notice, I'm actually going to change the sponsored class because I want you to look at something. $14,000 let's say we want to change this to... I don't know... I'm going to change it to the very first one, administrative overhead. When I select that sponsored class from the drop down, did you see what happened in cell L5? It changed automatically. Take a look of what's in cell 5. It's a formula with a vertical lookup. So when you choose the correct sponsored class, the correct commitment item is placed automatically. This does two things. First of all, it's more accurate and keeps you from fat fingering it. Not that you would, but I know I probably would. And also the data validation forces you to choose from valid sponsored classes. Okay, so Kevin tells me, "ARL does have internal orders associated with internal operations." Oh, okay. I did not know that. So, Kevin, if I'm surmising correctly, you probably would use an internal border instead of a WBS element for a budget like that. Do you think that would be the case? Because this is the first time I've learned about this. Okay, so you taught me something today, I get it because it's not related to an external grant. That would kind of imply to me that it would make sense that it would be an internal order. That's a good call and thank you for sharing. That way I can share that with some of my future students. So that two columns, K and L again, basically, the upshot of this is when you're entering the sponsored class, don't type it in, select it from the drop down. And don't type anything into the commitment item. You shouldn't have to because the formula that inserts it is already there. I'm going to scroll over a little bit so you can see columns M through P a little better. So and you put in the amount, I tend to type in the trailing zeros for round dollar amounts. You can see that this one is kind of a mix. In some cases, it looks like they typed in 50 cents here and there. I don't know whether you have to type them in but I always do. So you put in the dollar amount here. The text is, I believe, just descriptive. I don't think it necessarily links up to anything except maybe text from the original award paperwork. So if you wanted to refer to that you could put that in there. I believe this one is also a 50 character field, let me double check. So text, text character and it is 50. And you notice on some of these, some of these fields are required in SIMBA, and others are not. Turns out that text is not. I recommend not skipping over it, put something in because it's going to show up in various reports, like the budget versus actuals, you're going to want to know we're looking at a dollar amount, what is this for? So I say always put at least some text in. Then the fiscal year. Unfortunately, there's no formula that derives the fiscal year from the posting date. So at least for now, you'll have to type that one in manually. And then in column P is an esoteric little field called distribution key. It's just a field behind the scenes that SAP uses to validate and actually distribute monies across a given... I think fiscal year. For now, the only one that we're putting in is Z1 and I have not been told of any other circumstances. So for now, I'm going to say, I'm just put in Z1 for everything and that should keep it on the up and up. I have some other things to mention about this part of the upload templates. I invite questions at this point. Either take yourself off mute, or type it up, or put it in the Q&A pod. Give you a moment to type. Okay, so Robin asks, "For the text in column N, is that only a drop down too or can it be freeform?" Robin, column N is free form, it is free text. Let me widen that a little bit so you can see what people have typed in here. So you notice when I clicked on it, there's no drop down arrow here. So that's free text. Other questions? That was a good question.So what are the other advantages about Excel that makes this a good way to develop a budget besides the fact that we have a data validated column and then we have the vertical lookup to the commitment items tab is that if you want to, you are welcome to copy and paste rows accordingly. So when you do that, there I just pasted some more rows if I wanted to put in an additional commitment item here. I'm just kind of making things up as I go along... supplies and materials, I don't think we need half a million for that. We certainly could. When you copy and paste, both the data validation and the formula do paste right along with it. I can also use the autofill handle if I'm filling in, say a long sequence of dates, or maybe I'm repeating the same sponsored program over and over again. You can also delete rows. Excuse me. A word however, if you want to insert a row without copying, we actually did this this morning. I'll go ahead and insert a row here on this internal order. Notice that when I insert a row, for some odd reason, probably because the entire column is data validated. The cell in column K for that row is data validated, but the formula didn't insert itself along with the other fields in the row. So if you do insert a blank row like that, just remember to copy the formula and that's another time when the fill handle comes in really handy. You get the idea. Or another nice thing about using Excel is you can run a spell check. Other questions? Now in real life I would fill this out, of course, with the date and the sponsored program. But, I think for right now, I am not going to use all of these rows. What I would like to do next, if there are no other questions in uses to create an initial budget based on the exercise specifications. In your exercise packet, I think it starts on page six. It's exercise 5.1 create a grant budget. Now, usually what I do when I get this template and I've created the budget, is I immediately do a Save As. So I have an original copy of the template. So kind of decide where I'm going to save this... any local location is fine,just as long as you can find it. I'm going to call this...What I've been doing, I don't think you have to do this, but I consider it just a shortcut for myself is giving the file name, the number of the sponsored program that I'm uploading for. So I'm going to be working with the sponsored program having to do with the super lubricity of diamond like materials. I think we saw that one in SAP yesterday. So here's 01207. And then, and we'll put it in for today's class, you guys are section 11. And I'm just going to save this as Excel. So I still have my template and now I can play around with this file to my heart's content. I happen to know that I am not going to need rows... Well, anything below row 11 because I'm only going to be uploading, in this scenario, 1 unreleased budget, it's gonna have three commitment items in it, and one released budget with the same three commitment items in it. So anything below 11, I don't need, I'm just going to delete it. Delete the rows, that is. I know I'm also not going to need that text. I'm going to delete that. Fiscal year I'll just type over, but I'm going to delete it because sometimes I forget and I leave the old fiscal year in there. And I'll remove the old sponsored program as well. Okay. So I'm following along with the exercise. And now on page seven, I see the first thing they want me to do is enter budget header data for the unreleased budget. So one thing is not going to change. The record type is going to be H and the first record obviously, record number one, and the processes entered. This is an initial budget. So I'm using enter, it's not a transfer, it's not a supplement. So enter, and it's unreleased. And it's not cost share. So this is not a drop down. I feel like it kind of should be, but they didn't think to do that. I guess it's easy enough to just type in U1 or B1, depending on what it is. So the GM document type is U1. The header description is free text, however what I like to do, and I hope I can convince people to do this as a best practice, is to put in this short version of the title of the sponsored program so that you know what, what grant it pertains to. So I'm coming over to SIMBA to find the grant, and SIMBA is being slow again today. I wonder if it's...apologies folks while I refresh my screen. Or maybe it's the search function that's just slow. Okay, so let's see, I believe sponsored program will give me the tile that I want. Yep, there it is. Missing a couple of zeros here, hang on. There it is. Okay, so here's the text that I intend to copy. So I'm just going to copy that. I'm doing a Ctrl C on my keyboard, and then back in Excel land, I'm just going to paste that in there. And I know that my released budget is going to happen to be for the same internal order, same sponsored program, so I might as well paste it into cell E7 as well. So Ctrl V, and there we have it. Header diamond... header diamond. Header description diamond like materials. Budget version I mentioned is zero. Reason code is always blank. Questions so far?Okay, the next thing it wants me to do in the exercise packet is enter budget line item data for the academic salary portion of the unreleased budget. So sneak preview here, I mentioned we're going to be uploading three line items. There's going to be an academic salary, fringe for that salary, and a line for non capital equipment. So those are going to be our three sponsored classes. And I am going to happen to use the sponsored classes for both the unreleased version and the released version of this budget. So, on the next row, row three, instead of record type H, this is the line item. So I for item, for record number one. And then for line items, you leave C, D, E, F and G blank, you don't have to do anything with those because those pertain to the header. Now the GM posting date can be any date, I happen to use the beginning of the fiscal year, which I cannot believe is two weeks away. And as long as I have this day tied in, I might as well again use the power of Excel to copy it down into all these other cells. Right, so copy the cells, and I don't need a posting date in the header. So real shortcut there. For the internal order / sponsored program, unfortunately, this is not a drop down perhaps obviously, because we're going to have thousands of these things. However, you could also copy and paste that from SIMBA if you had to. So I'm doing a Ctrl C just to make sure I don't miss a zero. And you do get a little Excel warning saying the number is stored as text, that's actually a good thing. This is not the type of number that you would want to make a calculation on. So technically it is text. So that's good. And again, I'm just going to pull it all the way down. Now obviously, if these were for different sponsored programs, you wouldn't copy and paste, you wouldn't fill, but I happen to know for my scenario, they are going to be so that's why I did that. And again, because we're not using WBS elements in this example, I'm going to leave column J blank. Now, the first sponsored class that it's asking me to enter is salary full time. There it is. And again, notice that as soon as I selected salary full time, the proper commitment item, the GL Account sponsored class on the same thing, was inserted automatically. So that's a good thing. The amount is going to be 100,000. And like I said, I put in the trailing zeros. I know I don't have to but I do anyway. And some descriptive text. And the fiscal year 2021. Questions on what to enter so far in line items? I'm going to do five more of these so you can see it. Okay, so for the next one, it says enter budget line item data for the... for the fringe portion...It's at the bottom of page 7...of the unreleased budget. So same numbers, obviously, I1, posting date's July 1, sponsored program 1207. However, the sponsored class is going to be fringe full time. And the amount that they are budgeting for that is going to be half the salary, or 50,000. And, let's see, and again, you can type any text in here you want. So, actually, you know what, I'm going to type in exactly what it says in the sheet. Right? Fiscal year also 2021 and keep the distribution key as Z1. At this point, I might as well fill the fiscal year down. Now if we were uploading budgets for other fiscal years, that is acceptable. So you don't have to do a fill, you put in the appropriate fiscal year, obviously, but in my scenario, it is all going to be for fiscal 21. Those of you with multi year grants, this question comes up frequently, can I and may I upload unreleased budgets for multiple fiscal years? And the answer is yes, absolutely. And then, if you wanted to release only a portion of that budget, or if you only wanted to release one fiscal year at a time, you could insert and upload only the released budget for one fiscal year or the monies or partial monies for that fiscal year, that is perfectly acceptable. Just remember to upload the future years when the time comes so that they can be released for future fiscal year. So let me continue filling this out according to what the exercise is asking us for. The salary fringe... The next sponsored class is going to be capital...Excuse me non capital equipment. I was so excited about capital projects I want to do under capital equipment, but this was non capital. And for this one 500,000. I'll just abbreviate equipment. And in the example, there is no row for revenue, you absolutely can and may insert a budget line regarding revenue. This template has such a line and if you look on the SC commitment item tab, you will notice that there are some GL accounts here that are related to revenue. Those are the ones that begin with a 4. I think there's like two or three of them here. So there's one, there's another, and I think I saw one other, gift income. So I see three possible revenues, sponsored classes. So that is acceptable if that is part of the budget. In this scenario though, they don't do that. So I'm just going to delete row 6 if that's okay with you all. Let me go ahead and save. Okay. Questions up to this point?Okay, let's do the release budget. New Document. A released document is a separate document from an unreleased document. So I need a new header. This is the second record and it's an initial entry, so it's enter. The GM document type is B1, that's released without cost share. We've already the header and budget version is still zero, reason code is still blank. Now for the GM posting date, again, it doesn't have to be exactly the same date as the unreleased, it can be after, it cannot be before, my understanding is. In this case, I'm just going to leave it as the same date I have, July 1. And we're doing a this on the same sponsored program. And I'm going to actually use the release external budget that's mentioned in the exercise packet. So if you're following along, on page eight, I see same commitment item. Salary full time. Same amount. I'm going to release the whole thing right now. And actually, I'm going to cheat. I'm going to copy and paste the sponsor because I know what's coming. The second row is going to be fringe full time, if you kind of see where the plot is going at this point, and 50,000. Zero, Zero. And then non capital equipment, 500,000, right? Oh, you know what I did that backwards. I meant 50,000 in the fringe and 500,000 in the non capital equipment. Now, if I had uploaded that document with that amount in there, $500,000 for fringe benefits, that's kind of exorbitant. And it's uploaded and the budget documents are there, are and I realized, oh man, I made a mistake. We would have to upload a correction document which actually I'm going to do in the next exercise to decrease that amount by the appropriate difference to bring the actual budget in and unreleased and released amount in line with what the grant specifies. So we can always make corrections simply by doing the whole process again, with a corrective document, if you will. And it also turns out for this exercise, we're not doing release revenue. So I'm going to go ahead and delete that row mentioning revenue and save my Excel file because I'm paranoid about saving. I always save early and save often. Questions about what I have so far? This is actually ready for the final steps before I actually go over to SIMBA and bring this document into SIMBA. "So is the distribution to use for fiscal periods or months?" Kevin asks, I believe it's for fiscal period but I will double check with the functional team. The problem is I don't get to see that field on the upload screen. It's not there. So I can't verify what the options are. Let's see, let me just make a note of this on paper here. Fiscal period or for months? Okay. Let me also find out implicit in your question, Kevin, I'm wondering if you're also wondering if special periods are accommodated for that distribution key, am I guessing right? I might be all off with that speculation but one way or the other, I'll find out for you. Other questions? "Time phasing budgets." Kevin, can you take yourself off mute and explain to me what you mean by a time phasing budget?[Training Participant] Okay, I think I'm unmuted now. Can you hear me? [Beth Woodell] Yes, I can hear you. [Training Participant] I believe this is a field that we were talking about being able to time phase our internal operations budget, which is our internal overhead or expenditure rates, being able to phase the budget rather than putting it all on the first period.[Beth Woodell] Okay, that makes a lot of sense. Yeah, let me find out about that. The good news for this class, I found out that the functional team, which has been taking the time every week to make a guest appearance at the end of the training class, will be available Friday to answer the really deep questions that I can't answer. So if I can't figure out the answer to what you're asking, hold on to it until Friday, they will be here at the beginning of the class. So make a note of that, and we haven't been able to stump them yet.[Training Participant] Oh, good. Thank you.[Beth Woodell] You bet. Well, that came about because we did it for week one of training. And I kind of felt like it's really not fair for them to make a guest appearance only for certain students and not others. So everybody should be able to pick the brains of the experts. So that's why I'm bringing them in. So they'll make a cameo appearance on Friday. And by the way, there's one other thing I probably should have mentioned at the beginning of this entire process. Originally, it was speculated that you folks would probably have to be uploading budgets for several months in the beginning of the go live process because really where this should be done is at the time the grant is entered in SIMS. Because you really have the award paperwork, right, you've got all the sponsored classes and all the money telling you when you're supposed to use it, which fiscal periods which years and whatnot. And it would have made a lot more sense to enter the budget on the SIMS side of the house. But just because the development timeline didn't allow us to do all of that, that process is not fully baked yet, it's still being developed. I have heard that it's ahead of schedule. So it's very possible you folks won't have to be doing this procedure for very long, but at least in the beginning, it is a for now solution. So don't feel like you're going to be stuck with Excel for the rest of your Penn State lives. Like I said, this is going to be a for now solution and then we'll move on once the permanent solution is fully developed. Other questions?Okay. It turns out SAP cannot digest Excel files. So the very next step that you have to do is save it as a text file. This is mentioned on page nine, if I... No, page 10. So take a look at the top of page 10. It says save file as text tab delimited to your desktop. So that's what I'm going to do right now. So file, save as. And look at all the available file types. Be careful because there are three different txt file types listed. At least there are three of them that I see on my menu. The one that we want is about halfway down, text tab delimited. The other two are for operating systems. We're not using Macintosh and MS DOS. So we're using text tab delimited. And then where do you save this in your local drive or even on a file share is up to you. I think it goes a little faster if you save it to your local drive. And you can name it anything you want. Just as long as it's a valid Windows file name. SAP, once the data's uploaded, it doesn't really care what the file name is. It gets the data and then it does with the data, whatever well. So I'm going to leave the file name in there, I'm saving it to my desktop, desktop, and save. You will get this message. Because txt is a flat file format, it cannot digest multiple sheets. So when you're saving, make sure you're on the example sheet. Because txt is only going to save the active sheet. And there's no way you can say... there's no checkbox here that says don't show this window again. Unfortunately, we have to do this every time. So to save only the active sheet, which is what we want to do, click OK. All right. That's it for Excel.Now I can leave this up on the screen now and I don't have to close the file. And in fact, I will because I'm going to use it for the next exercise. So I go over SIMBA. And let me go home. The name of this tile is GM budget upload tool. Okay, it was smart enough to know hey, that's the only tile you're using. So I'm going to take you right there. So this is good. When you first get to the initial screen, you will see a message on the status bar with the yellow, so it's not a showstopper, but that you might be concerned. There's no need for concern. It just says no file found for processing because we haven't uploaded a file yet. So that's normal. In this procedure, we're not going to be using selection criteria. That's for when you want to only upload certain rows off of that file. In this case, that is not what we're going to want to do, we want to upload everything. So I'm going to ignore that panel in the screen. For the file selection, SAP gives us the opportunity to upload data from a data warehouse if we wanted to, that's what's meant by application server. So if we had another server, we have a lot of data from someplace else, we could do that. Or we could upload a local file. And that's what we're going to do here. So I select desktop. And as soon as you do that, the file field changes. There was something listed in there, there is not now. I do recommend clicking in the field and using the search button to navigate to the file rather than trying to type it in because you know, anybody can make a typo. So you get this polite little dialog box, the application would like to upload a file to the SAP system, I say OK. And you can see I've done this more than once. So here's the file that I want to upload. And I click Open. And it gives it a temporary name, which is actually discarded when the budget upload takes place. Then the last part of the screen, processing options. A lot of finance and also controlling transactions in SAP have the opportunity to run the procedure in what's called test mode. It doesn't create anything official. We have test modes over on the finance side of the house when they're uploading GL documents, AP invoices. It doesn't post anything yet, in test mode, same thing here. It's going to give us a preview of what will be posted. But it also gives us an opportunity to catch any errors before we try to do it for real. I've been using SAP for over 20 years. And I still check test mode every time because I want to be able to catch my mistakes. So I select test mode, and I click Execute or press F8. Okay, this is a good result, this is what you should get, probably more rows on the more realistic budgets, but you get the idea. So the header tells me this is a test run, tells me what client I uploaded it to, who did it, when, we get that. Success count 2, bypass count those were, when we did the criteria selection, we didn't do that. So there should be a zero there. And then most importantly, the error count, we got zero, so that's good thing. Posted amounts technically haven't been posted yet. But when we do post them it will be $1,300,000 and errored amounts zero. In the first column, the exception column, you're going to see either a green square or a red circle. Depending on whether it was successful or not, I don't think there's going to be a yellow triangle, I think it's either going to be good or an error. I think those are your only choices. So both of these are green, so they're good. So for the record number, it gave us a temporary document number. This is not going to be official because this was a test run. It gave us the grant number. Remember, I didn't even put in a grant number. Remember how data derivation works in SIMBA. We only need to put in the cost object and, which in this case would be the sponsored program, and the GL account, and it figures out everything else for us. So when I put in 500, all those zeros, 1207, it found the grant for me automatically, so that's good. This pink area here is the reason code that I said we're not implementing yet but again, it's not a showstopper, so I'm not worried. So I have my record type header or item for each row, the process is enter a new budget, the doc type was either unreleased without cost share or released without cost share. The status on this one, I would have to click in here to remember what two is. So two means pre posted. We haven't posted anything yet. So sneak preview, even when we upload the released budget without test mode, it still has to be approved in workflow. So it'll still be in pre posted mode. And once they're posted, if you ever look at a document that is posted, it would have a one on it. So these are all going to be two in this exercise for this week. And then some of the other data that I inserted, the header description, posting date, currency, obviously US dollars, the fund type is going to be external, internal, or auxiliary. These were external. This is an external grant. So in Kevin's scenario, I'm going to speculate that if you use internal orders for shuffling money around internally, and it's not necessarily related to a grant, that would show an I instead of an E. So and it would ,derive whether it was internal from the internal order or sponsored program number, so this one was an external grant, so it knows to put an E. Document date, a couple of fields that I didn't put in, internal order, sponsor, and funded program. Again, those are the results of data derivation. And finally, the name of the sponsored class. I can't scroll over any further. So what I'm going to do is see if I can zoom out a little bit and see if I can see more fields, just so that I can get... there we go. There's that document, distribution key. This is what I wanted to say. So what I wanted to do is answer the question about whether there are different distribution keys in here. I was hoping to get the search button and drop down. And it's not there so I'm not sure anything other than Z1 is even an option. But we can still research it or if worse comes to worse, we can ask the experts on Friday. And then some of the other numbers off to the right of that column again come from the data derivation. Questions as to what you're seeing here? Comments?Okay, this was all tests run. Running test run is all well and good, but don't forget to go back and turn off test mode. We're doing it for real this time. If in the meantime, between test mode and non test mode, what they call a productive run, if for some reason you had to change data in your original Excel file and save as a txt file, you also would want to re upload this file. Because right now it's being held in memory. So if there were changes, do the upload process again. So no test mode, you could choose only show errors. I never liked that. I always want to see both the good and the bad. And so now I click Execute. All right, now this is for real, an original productive run. All green lights, so that's good. Posted amount is $1,300,000, same as before. Now, SAP has given us a document number. We can actually research this document number to see what is in it. I'm using a tile called... I believe it's called display GM budget documents. Let me make a note of these documents because sometimes I need to refer back to them. So give me a moment to write these down. 00152 and 153. Okay, so that takes us, I think...Well, on my screen it's page 10. On your document, it might be page eight in your exercise packet. But I'm going to stop at this point and ask one more time, if you have questions about anything that you've just seen? Okay, if that's the case, let me give you a break. I have one other budget exercise in the exercise packet that I want to show you. And then I want to do a demo of something a little extra that I revised that is not in the exercise packet. So I'll see you at 2:15. And I'll show you how to amend the budget when we come back.Let's start with the budget upload exercises. So to summarize, we were just able to successfully upload an initial, very brief budget for one particular sponsored program in both the unreleased and the released version. If I can, I'm going to try to zoom to 100% here. I'm going to try and pull up the budget document that we just created. I was unable to do this this morning because SAP was running a little slow. So let me give it a shot here. Okay, so when I uploaded that budget, I created two documents, one for the unreleased portion and one for the released portion of the budget. And I wrote down the numbers because I knew this moment was going to come. I could type the number in. I could also search for it. When I click the search button, it's going to ask you, well, what kind of documents are you looking for? We usually want to look for effective documents. And this document number I believe ended in 135. All right, so here's...and I wish I could expand this dialog box a little better. So go to the right I can see NSF CR diamond-like. That was us, that was our grant. So this is the document that I just uploaded. There are some other ones in the system, they look like they're all conversion documents. Here, I don't think we'll see this in the live production system. But if you do, if you see one with a document type C1, that just means it was imported from IBIS in order to facilitate, go live with current data. So I'm going to double click this 135. So here is what this document contains so far. So remember I uploaded three sponsored classes, and here they are, salary, fringe benefits, and non capital equipment. Total amount, and remember, this is the released version. So it's half of what we were looking at for the total in that header before, 650,000. I'm not sure why it's showing June 10. It's a week behind. I'm not sure why that's going on, but that's okay. Notice the document status: pre posted. The budget is released but the document itself has to clear workflow. Somebody has to release the actual document. And then we will begin to be able to post actuals against it. So I'm not saying you necessarily have to look at this document every single time. But I just wanted to show you what the fruits of our labor are when we uploaded those data. This is the document that was created. Questions about what you're looking at here?If not, I'm going to go back in SIMBA... go back in SIMBA because I think we're going to have to upload another budget in just a moment. So for the next exercise, and I believe this is on page nine in your exercise packet. As I promised, we're not going to exercise every single possible scenario. So when the Instructional Designers developed this course, I think the reason they chose decrease was not to be mean to the grant or anything like that, but just illustrate to you how to enter negative numbers into this process. So here's the scenario. The sponsor has decreased the amount of the grant, so you must decrease the budget. Now, which sponsored classes get the decrease is going to be situational. It really depends on what the sponsor has specified. Maybe they're saying, well, we're just cutting the amount of money overall and where you want to apply the decrease, that's up to you or they may say, we specifically want you to spend less on this particular line item, could be salaries, could be equipment, whatever. And I'm sure you all can think of scenarios where that has actually happened to grants that you manage. So for this exercise, I'm just going to do one or two changes. I'm actually going to use the same file, not the template, but the sponsored program file that I used to upload the initial budget. I'm just going to overwrite it. So the same premise takes place for everything that you're changing. And it's still an enter. You add the sponsored program, sponsored class, the commitment item, and the amount of the change, whether it's positive or negative, because what SAP is going to do is aggregate all of the uploaded budgets to this one sponsored program. And then, when we run monitoring reports like budget versus actuals, it takes the grand total of all of the budget documents with their changes into account as we post actuals to it, if that makes sense. So basically, it adds up all of the budget documents we uploaded. So for this one, the scenario is we're not going to change non capital equipment, but we are decreasing the salary and the benefits. So, with that in mind, the first thing I'm going to do is delete row five because we're not changing non capital equipment. And we're also going to delete row eight. Now. So, for the unreleased budget for this second process, it's still an H, still a one, still enter, and it's still a U1, unreleased non cost share, and I will also keep the header description the same as the name of the sponsored program, and it is still budget version zero. So now here's the scenario. They want to decrease one academic salary by $27,000. Or excuse me, $25,000 because looking at the posting date 7/1. Posting date is still going to be 7/1. In this scenario, same sponsored program, same sponsored class, therefore, same commitment item, but we're decreasing it by 25,000. So if you want to put in negative amounts, put a minus without parentheses, without red, anything like that, because remember, we're going to save it as text. So, SAP is not going to be able to discern that a red text is a negative amount, it doesn't know the difference. And it'll treat a parenthesis as a parenthesis and it won't understand that so that's why we type it in with the minus. And I will keep the texts the same. I'll keep the fiscal year and the distribution key the same. For the change to the fringe portion of the unreleased budget, they're decreasing it by 10,000. I really don't need to change anything else on that row, either. I'll do the same for the released portion, B1 document. So I believe on row five, I can read all the way across, H2, record number two, enter, B1, diamond-like, everything else is the same. And for this scenario, I want to decrease the released portion of the salary by 25,000 and decrease the fringe by 10,000. Oops. And I'll save the Excel file. Questions so far? Questions or comments so far?This type of change also needs to be saved as a text file. So you should see the next step in the exercise save file. Oh, I do have a question. So Kevin asks, "For a given budget upload, can you have many lines with the same internal order sponsored class commitment item combo? Or do they have to be aggregated?" That question has come up more than once. I think you can. But I'm going to put a bookmark in that. And let's remember to ask the functional team, because I think for example, if you had multiple postdocs or multiple faculty all working on the same grant, you would think they would have the same internal order sponsored class commitment item. Maybe the dollar amount could be different. And I understand that there are some sponsors that do want to see those lines broken down, right down to the person. Whereas other sponsors might say, look, I don't care. We just want to know how much you're spending in salary, just aggregate on the salaries. So let me make a note of that and I don't know but we will ask. Okay. I've made that note. Other questions before I save this as a text file?Okay, so I do save this and I think I'll save it in the same place but with a different name. Text tab delimited. I'm saving it right on the desktop, I think that's right. So I still have to save one tab at a time. So this is good. Let me show you another trick about navigating. Over time you're going to accumulate a history inside SIMBA. And if you click your little head icon, this is your Me area. You may remember from the SAP basic class. Your Me area is going to list I think like the last 20 or 25 tiles that you used. And I did, I did a lot of searching here looking for GM budget upload tool and I don't see it, it probably should have been there. But definitely you can use this to look for tiles as well. A little strange that that wasn't here but that's okay. I can always search for it this way. Okay, so here we are, again, GM budget upload. I'm gonna switch to desktop, and I navigate to the file, okay? Even with something as comparatively small as this, I still do test mode. I execute, I see a couple of greens. I'm not worried about the pink in this column. Posted amount of minus 70,000. That looks right. So I think we're kosher at this point. Everything else looks okay. So I go back, turn off test mode, and click execute one more time or press F8. And notice that this budget process created two additional document numbers which I will make a note of. So that was 158 and 159. So now we have, overall a budget for this entire sponsored program that's been diminished by 70,000 overall. Remember, we didn't change the non capital equipment, but we did change the other things. So you can do this as often as you want, both for decreases, increases and also realigning money from one sponsored class to another sponsored class. Everybody see how I did that? And like I said, we're only probably going to be doing this for a short while before the SIMS budget tool becomes available, but for right now, this is what we are going to be doing. So I want to give you a little bonus lesson here. Only fair because I did show the morning class how to do this. Let me close this Excel file for a moment. I'm going to pull up one additional file. I have to find it. You know what, let me find it from inside Excel. There we go. I don't think I want to do that. Let me try another one. I think what I did is select the text file and not the actual Excel file. You know what, I may have to do it with this Excel file. So I'm going to establish the scenario first. Let me do this, I am going to insert a row here. And let me pull down the formula. So I have my little vertical lookup. So I can't anticipate every possible error that might happen when we upload one of these files and something goes wrong. There are a couple of errors that I have encountered inadvertently, some I created myself. Others I postulated just to see what happens if I do this. And sure enough, it's generated an error. So a couple of things I can share with you. If you start with that big template that I showed you originally, and it has the header, and then it has an item, and an item, and an item, and then maybe it has another header, and then an item, item, item. And if you don't have any information to the right of column A, we found out largely by mistake that SAP will choke on that. It will throw an error because when you have material in those cells in column A, it's expecting a full blown record. So it's seeing missing data across those rows, and it will throw an error. So if you delete rows, make sure that... don't just click... do not just clear the contents of the cells, actually physically delete the rows. So you saw me actually deleting rather than just highlighting the cells and clearing the contents. The other thing that I want to show you, actually I'm going to put the scenario together, I'm going to run the upload, it's going to throw an error and I'm going to see if you can figure out why it did. Same sponsored program. So I'm just going to do copy and paste. And notice I started to type, hoping it would would take me to that part of the list and it didn't. Yeah, I know. So you do have to select, you can't just start typing and it's gonna fill it in for you. So choose salary supplemental, and let's say 75,000. Fiscal year 2021, and the distribution key is Z1, and let's make sure that we do put an I in there for line items in record number one. And I'll go ahead and put this row in in released budget as well. So I'm just doing a Ctrl C on the keyboard and a Ctrl V and I'll go ahead and make that record number two. I'm just double checking everything here. The date, the sponsored program, sponsored class, the commitment item, 75,000, supplemental salary. Okay, good. So I'm saving as tab delimited. Saving the sheet. So far, so good. That's not where the error is, folks. You're gonna see the error back in SIMBA. So here we go. So let me get that filename out of there and browse for my new file. Section 11 error. We are section 11, that's why I put that in there. I'm just going to run it in test mode. I'm not even going to try and upload it. So I select test mode and I click Execute. Okay. Can anybody tell me why these errors occurred? Also, by the way, now you know what an error light looks like in here. It's not only red, for the colorblind people, it's a different shape from the good green light. What did I do wrong? Anybody want to hazard a guess? You can type it in the Q&A or you can shout it out loud. Does there need to be a blank record? No. If there is, I don't think it hurts anything but that's not the error. And in fact, I think when I uploaded the other two files, there was not a blank record. Good guess, though. I'll give you one more opportunity to guess and then I'll show you. Take a look at the message. Sometimes SAP doesn't give you a lot of clues as to what went wrong, or it gives you a message and it's so esoteric you have no idea what it's talking about. In this case, this is not esoteric. We do know what they're talking about. Notice this...and ignore this acronym here. I don't even know what that stands for. But I can see it says sponsored class salary-supp in GM line item 04 is not maintained in this grant. So it told me there's something that's...not something wrong with the grant necessarily, but there's something about the grant that makes that sponsored class not good. So I'm just going to go ahead and display the grant. I'm not going to change anything. So it was grant number 103230. Something wrong with the 2 on my keyboard here. Okay, so super lubricity of diamond like supported objects. Here are all of these sponsored classes that are permitted for this grant. And if I scroll down to the S's, long scroll...it is trying to scroll a little bit. There we go. Notice salary. Come on, SAP. Salary full time, salary grad assistant, part time, postdoc, pre doc. There's no salary supplemental sponsored class in this grant. I tried to offload a sponsored class that was not permitted. And that's based on this screen. Does everybody see why that threw an error? Anybody have any questions about it? So this question actually came up in a class a couple of weeks ago. And so that's why I figured if your colleagues are asking about it, it might be something that every class would want to know. So I staged and wired this exercise deliberately so you could see what an error look like and how to diagnose it. So using that message text can be very useful. Now how do you go about fixing it? So two ways you can fix it. One way would be simply to remove that row in the Excel file, and then upload it without that sponsor class that is not permitted. If you're absolutely sure the sponsored class should be on there, that's going to be up to, I believe the central grant maintainer to add the sponsored class to the grant before you can upload this money. Was this useful to you? Yes or no, or it doesn't really matter, or maybe you don't know until you're actually getting to play around with it. Okay, fair enough. You need to play around in the system. Like I said, I don't anticipate, or I can't anticipate every possible error that may come down the pike, but those are two that I do know about. We are aware that adult students learn by doing so we know that you guys and gals do need to get your hands wet, and actually work with it for a while. Since there isn't going to be a sandbox, there's going to be quite a bit of, as I mentioned before, the online step by step procedures and simulations available for you to practice with some type. I don't know if I'm going to be involved in creating any of those. I hope I am. But in any event, there are already several of them out there. There are always more coming every week. So that actually concludes what I have to say about budget uploads. And again, keep in mind that this is a... I hate to say it's a temporary process, but it's not going to be the permanent, from here on until eternity budget process moving forward. This will be superseded by somebody else doing the budget in another system later on. I just don't have a clear view of exactly what day that's going to be. So, at go live, this is going to be on us post award people to do. It is time for a poll. Patty, if you would do the honors, you could put the third and final poll of the class up on the screen. [Patty Nordstrom] We've been at 81% for a while. Would you like me to end the polling now? [Beth Woodell] That would be fine. So we seem to have a unanimous opinion. The budget upload tool is used to create, increase, decrease, or realign budgets, true or false? I'll let you in on a little secret, I actually tweaked the PowerPoint to make sure that everybody understood the realign part of it. The answer is true. I did not show you a realigning example, in actual practice and maybe during super user training, some of you might get some additional practice in that type of budget manipulation so the answer is true. Excellent. No more polls.Grant MaintenanceAnd also, part of the reason we put the polls up is that we were originally, we were supposed to be offering these courses and instructor led training and they were supposed to be knowledge checks. The knowledge checks form the basis for the assessments you'll be taking at the end of the course. So don't be surprised if you see some of these questions again tomorrow or Friday, depending on how long the timing goes for the rest of the course. So I want to talk a little bit about grant maintenance, looks like we have maybe a little over 45 minutes to go. Does anybody need another break or you just want me to dive right in and do it? Okay, I got one person that said go for it. Actually, I probably don't need more than 20 minutes tops to introduce to you the couple of things that we would have considered people will be doing in grant maintenance. Okay, so a couple of processes that I want to address here...One has to do with the lifecycle of the grant. In SIMBA, and this may have been true in IBIS as well, the status of the grant in the system determines, among other things, whether we can post actual expenses and revenues to the grants. So SAP has a way of keeping track of the life cycle. Now on this slide, I'm not going to read all of the steps in it to you. I know you can read and you folks have been working with grants for quite a while and understand what the basic status is in all points in a grants life cycle. So active in budget approved, once the budget is approved and it's active, then you can start spending money. We go out and buy stuff, we pay our faculty, we pay our grad assistants, we gain revenue, where needed. So those transactions get posted. With revenue, we bill a sponsor and they send us the money, we apply the cash. So while we you know, that's how we gain the revenue, the whole time, you're going to be running reports, analyzing reports, interpreting reports. And that's always an ongoing feature, right, there's always reporting to do. And then, no grant lasts forever, I believe they all have an end date, even if it may be many years away. So at some point that grant is going to be closed out. The way SIMBA is going to keep track of what the lifecycle status is, and whether we can post to it or not, is going to be done by two fields that are actually sort of behind the scenes. We will be able to edit one of those statuses and not necessarily the other because they kind of go hand in hand. If you edit one, the other one gets edited as well. So there's going to be one feature on the Grand Master Record, which I'll show you in a moment, which is going to be either award closing, closed, or cancelled. Hopefully they won't be cancelled too often, but you'll see award closing and closing quite frequently. And again, I won't read these slides to you, I know you have them at your desk side. So I'll let you ponder them in your, your spare time. So mostly, when we are posting, it should be in the award phase. Occasionally, we can still post during the closing phase. Closing usually being the last 60 days of the period of performance. So those four statuses in SIMBA are going to be denoted as the lifecycle status. And these next three slides with the tables on them, I think these are very useful charts in figuring out what you can do and what you can't do. And again, I won't read everything to you, but I will emphasize a couple of them for you. So on this first chart, I see life cycle status of an award. And then within the award, there are several additional statuses that further distinguish grants. So the first one, coming in from SIMS, we're not ready to post yet. So it will not allow you to do actual posts. The second user status is called advanced/departmental guaranteed. This one, not only are you allowed to, usually this status is because you have to. Because here's the scenario. You folks probably know this, even better than I do. Let's suppose you have a new grant that you've hired some new faculty and other researchers for and maybe they're coming in from other universities. Maybe they're transferring or maybe even visiting faculty from other countries. In any event, they're going to have expenses, maybe the grant pays for their travels. We're going to have to get them set up with new equipment like a new laptop. And if you know, if we get to the day when we actually get to go back to our offices, we're going to have to buy some lab equipment. Okay, if it's in chemistry, we may need to buy them reagents and other things like that. So all of those things may need to be set up before the award is actually open. In other words, before the opening date of the period of performance has begun. In a scenario like that, whatever department is hiring that person is guaranteeing the amount of those postings, so postings are permitted. The department will pay for it out of their budget. Then when we bill the grant for those costs, and we get the revenue from the sponsor, we reimburse the department. So that's an advance funded proposal. So pre award, self explanatory, postings are permitted. We're not quite at the period of performance, but it's not quite advanced/departmental guaranteed just yet. Sometimes that's just used for some small budgetary items. Most of your meat and potatoes is going to be award plus active. That one I'm not going to explain because I think it's self explanatory. So the grant is performed, the research is done etc, etc. When we draw within 60 days of the award close and close to the period of performance, we're in pre-closed status. I'm going to show you how to advance an award to pre-closed status. That is one of the things we are going to do. That is going to be the exercise, I believe on page 12 in your exercise guide. We can still post, you know that the doors are closing. So it's getting pretty close to the end. And speaking of the end, just as sometimes the department needs to guarantee costs before we start, sometimes it also has to guarantee costs after we finish also. Our scenario might be the period of performance has ended. And we're awaiting an extension for the sponsor. In the meantime, and we're pretty confident we're going to get it. So in the meantime, we're in that little gray area where the days go by where the faculty and the researchers are still working. They're still spending money. But we're not getting any money from the sponsor at this time. So again, the department guarantees those expenses until we can gain revenue from the sponsor, and reimburse the department against the extension of the grant. So those are probably the most wide open in terms of actual posting. So when an award is closing, and the user status is ended, basically the award is done. There might be some last minute wrap up things Research Accounting gets to do. Maybe sometimes there's like a journal entry that needs to be posted to adjust the budget to make sure it balances something like that. But in general, we can't go out and buy large amounts of stuff, or we can't go out and hire new faculty or anything like that. Everything else beyond closing plus ended, we can't post anything to. So closing, if it's in research accounting hands, it's out of our hands, we can't do any of it. So final billing and close. And then finally, all of these closing and closing statuses. I won't even read these to you. I think they're all self explanatory. Some of them I hope never happen to you, but we know things happen in life and we have to be able to accommodate any conceivable scenario. Any questions as to what you're seeing here? Even though it's not until exercise 5.4, I'm actually going to jump out of order for a moment. As long as we're talking about grant statuses, let me show you what they look like in SIMBA. So I happen to be on the grant that we were looking at a moment ago, that didn't have a sponsored class for this supplemental salary. I'll use this one as an example. It's just as good as any other example. Here is the lifecycle status, here is the user status. You may... actually maximize my screen here a little bit. So on the screen, you may also notice, let me go back to general data. I just want to get back to the homepage of this grant. There are actually three indicators here. There's nothing in the slides of the exercises that says anything about this little blue diamond here, the deletion indicator. I just wanted you to notice, we're not doing anything with it. If the diamond is open, it means it's not marked for deletion. And you can see that when you hover your mouse over. Sometimes a grant doesn't... the record does need to be removed from the system. And we don't really delete it, we archive it elsewhere outside of the main production area of SAP. So if it were flagged for deletion, that blue diamond would be solid, it would be solid blue. So the user status of this is, excuse me, the lifecycle status of this is we are in the award phase, so we can still post stuff. But it's in the pre-close phase. Now, technically, the pre-close phase is to be done only when you're within 60 days of the actual close. You notice, actually I think I did this. No, I take that back. Somebody else did it. So whoever this user is advanced this particular grant to the pre-close phase yesterday, I happen to know that he did that, even though we're still like three months or so away from the period of performance. So we just kind of did that artificially just to show you that we could do it. So he was pretty close. Now, you might wonder, well, how do I get it to the next phase? Or maybe I need to change a grant so that it is pre-close. Or previously, it was asked if... I was going to use that grant, but I can't now so let me see if I can find another grant. Because you're changing something, you're going to be looking for the create change display grant tile. Okay, let me see if I can find another grant to close... Pre-close... 146... Is that a good one? Nope, that was pre-close too. Bear with me, folks. I think we've closed all the ones that we have, just because we've taught this class so many times. Nope. Okay, there's a good one.We haven't worked with this grant previously. I just needed to find one that was in the active user status. So I'm looking at the grant and I realize, now this one, again, is not quite within 60 days. But I'm going to show you the mechanics of it anyway. So we need to come into the create change display grant tile, you can't do it from the display grant because we're going to be changing something. Even in the create change display tile, when you first enter it, it brings you to display. And that's a fail safe, that's to protect me from myself because I know I might hit something by mistake and accidentally make a change. So it starts you out in display. And if you positively want to change something, you have to physically go to the menu bar and click change. So now we are in change mode. And what we're doing here is changing the status. So I click change status. When you're advancing the grant status, you can only go forward, that's why I'm saying advance, you cannot change it to go backward, at least not the way it's set up right now. At least, we can't. There may be other people behind the scenes, maybe some of the configuration team that could probably do some programming back there and fix it, but in general, keep in mind once it's gone forward, it cannot go backwards. So the next available status is award and pre-close. It's the only option. So it's some, the radio button is selected. Even though it's the only option, I still have to make sure it's selected, and I click continue. Now, at this point, if I feel like I made a mistake, I don't have to save that, I can always click cancel and it will say do you want to cancel processing and yes, it will go back to active. However, in this case, I will change it. Notice it went back to display mode when I did that. Now I click change status again, and I am going to advance it to the pre-close phase. I click continue. And now I click save. Oh, that's interesting. This one, I might not be able to demo it for you. I was not expecting that error message regarding the cost center. But everybody gets the idea, right? So you would have gotten a message down at the bottom that says grant a bunch of zeros and then 103075 successfully modified. So that's what that looks like. Questions on that? Okay. So that's a little bit about grants statuses.Another thing that you may be called upon to do is enter information on a sub award for a grant that you manage. And some of you have mentioned that you deal with grants with sub awards all the time. So we have to go into the sponsored program for this. The activity button contains everything that we need to monitor and create... begin the creation process of invoices against the sub award. So let me go ahead and show you that for the grant that we were using previously, because I know that's a good grant. I want to go into sponsored programs. I should use that knee area more often. That's a great shortcut. So here's our diamond like materials again. So when I go to additional data in the sponsored program, there is a sub award settings button. So I click that. And I can see what's already been done here. So in the sponsored program, I actually did this this morning, we had a sub award... notice it has it's very own sponsored program number. Here's the recipient, she's technically a vendor, and she's a cost reimbursement vendor on a subcontract. I'm going to click this little button here, activity list. So you can see what we've done. So I've already entered one invoice for her services rendered. So because this is a display transaction, this isn't really gonna work for us. But this was useful because I got the sub award number from here. So I'm going to copy that. I did a Ctrl C here. And now let me go home. And on page 11, in your exercise kit, it actually tells you to use the Fiori tile maintain SP sub rewards. So there it is in my knee area. Probably should have come here first, but I didn't that's okay. So when I enter the sponsored program, what you want to do is enter the sponsored program number of the just sub award, so I'm pasting it in Ctrl V. I guess that's right. So you can see I've done this a couple of times. And I click add activity, remember, maintain means I can create change or display, so I'm able to change. So here's the scenario that I've envisioned. Let's suppose that this researcher, Meow Meng has been providing services to us. I like to envision she must be from Taiwan or China, let's pretend she's providing translation services to us, scholarly articles from Chinese into English. And that sort of thing, I actually used to do that in graduate school, not Chinese. But it's common for them to bill on a per page basis. So let's suppose she translated a bunch of articles and she submitted to us an invoice for $1,000 for translations. So for the sub award type, because these are activities that she actually did and she expects real money, we're going to choose actual and then for the reference, I don't think we have any official University guidance on what to put in here. I like to put in the PO number of their invoice or maybe something like whatever the invoice is, and the invoice date was... So let's pretend it was last week. And she earned a salary for this. I want to put in salary. This is not a drop down. You can put in whatever you like at this point. I know there's been some talk about maybe turning that into a list similar to the commitment item list, just so we can match it up. But right now it's a free text field. And the invoice amount, thousand dollars. If we were sharing costs with another grant or with another department, we would put the amount that we were sharing in cost share amount, but we're not doing that. And then the sub award year well, it's actually 2020. Because it was last week, right? And you can see I can keep doing this, as long as the sub award budget has not been exhausted. Questions on how we did this? Okay, so I have to click accept. And then I click save. And the sponsored program was successfully updated. So now when I go back into that activity list, I should see three invoices. So there we go. Questions on the invoice process from our end in the sub award? I will say how after we enter those data, accounts payable handles the rest of it in collaboration with Research Accounting, we don't have to do anything other than that. "So what happens when we have more than one expense category for sub award invoice?" That is a great question, Rebecca. At this point, because that category column is not delineated by commitment item, like you're talking about, expense category. I think at this point, we will...we're not going to be breaking them down I think you would probably just put in the total amount of the invoice. However, what I want to do is put that on my list of ask the expert questions. So when the functional team visits us on Friday, let's verify that because that is a good question. And if I forget to bring it up, I hope you will bring it up as well. So I'm writing this down in my notes. Give me a moment please. The reason I'm speculating as I'm thinking about it, that you would not break it down for right now anyway, is if you think about it from the vendor's point of view, let's suppose that in this vendor Meow Meng did the translation for us but let's also suppose that she needed to do some supplies purchasing because she's printing out the translation and maybe she bought some translation software and maybe she bought a Chinese to English dictionary, or English to Chinese dictionary. And she's billing us for those things, too. So now all of a sudden you've got salary, you've got equipment, you've got supplies, but she's handing out the one big invoice for the whole amount. My guess is she wouldn't want to be paid piecemeal.[Patty Nordstrom] Hi, I just got a note from Beth. She lost her phone connection. That's why it's been silent. So we will just hold on for a few moments and let her give her a chance to get reconnected.[Beth Woodell] I'll present just a wrap up. I was kind of processing Rebecca's question. I guess I was thinking for now, putting in one line per invoice because that way the vendor will get paid we have a one payment whether it's a check or an ACH check, we bill them for separate line items in the sub award, it may end up being processed as like three or four different invoices. But we will ask the subject matter experts for sure when they come to visit us on Friday. So I hope that helps a little bit. And I missed that last, last Q&A. I just want to make sure I caught all of the q's and a's. I think we did. Because of the weather here, if it's alright with you, folks, I think that would be a safe place for me to conclude today's session. We can pick it up tomorrow. We are at the end of the unit on grant maintenance anyway. We did all the exercises, and we talked about everything. So tomorrow when we put up, we will talk about reporting. I know it's everybody's favorite. So I'll demonstrate to you some of the other reports that are in the curriculum. And then I don't mind demonstrating any other reports that you may see that look like they would be of use to you. Or maybe you heard from a colleague that they would be useful. I can't guarantee that all of them will contain data inside the training environment, but I'm happy to run them and see what we get. So if it's okay with you then, Patty, I think it's safe for us to stop recording at this point. And thanks once again for attending and asking good questions and I will...ReportingAll right, thank you, Patty. This is Beth Woodell speaking to you from Eastern Maryland, where the weather is cleared up considerably. So I hope I won't have the same connectivity issues that caused us to conclude the class a little bit early yesterday. That said, I think I managed to get through all of the objectives for the budgeting and grant maintenance lessons that we talked about yesterday. Before I dive into reporting, I do want to give each of you an opportunity to ask if you have any lingering questions about either of those processes. You can either shout it out loud or put it in the Q&A pod as we've been doing all week. Okay, not seeing anything in the Q&A pod just yet. However, you know how I like to run my class. If you think of something, just go ahead and put the question up there and, and we will do our best to answer it. I want to talk a little bit about reporting in SIMBA. We have four reports in today's lesson that I want to show you. Plus, if you like, we probably will have some time for me to improvise and show you a few other reports that you may see on the SIMBA homepage that look interesting to you, but are not part of the curriculum. I offer that because we did that in the morning class. And I'd like to give the same education to all my participants where necessary. Also, in conversing with the grants functional team today and yesterday, found out that some of the reports that will aid you in your analysis aren't quite ready for primetime yet. They are being tested now, they'll be ready for go live, which I can't believe is in two weeks. We are coming down the homestretch. But they are still being baked, as we speak this week, so I might not be able to demo all of those to you. Also, they reminded me that there is going to be a grant analytics class after go live. I'm not sure exactly what the date on that is going to be. And I'm not sure if I'm going to be the instructor. I'm guessing probably not, but you'll be in capable hands. So if there are things that you want to report on that we don't cover in this session today, make a note of it. And it may be something that they do in the grants analytics class. Also, the functional team members will be making a guest appearance tomorrow afternoon. So they will be available to take your questions either that you just think of in the meantime, or questions that I was not able to answer for you this week.So with that, let me dive right into it. The reporting slides in your deck are actually simply screenshots. They're pretty lean and mean, want to give you an idea of what you see when you run such a report. The first one is the GM line items report, which can be run for any grant that you want to. And you know me, I think it's always more fun to do it in the system than to look at a screenshot, so let me head on over to SIMBA. Now what I have done on my screen is scrolled down to the segments I have my home page that contain the reports in grants management. It's actually a group called GM master data display in reporting RPT. The RPT, of course, standing for a report. There's also an MD group for master data transactions like display grant, display a sponsored program, display an internal order, as we did earlier this week. So right now, you are looking at maybe about let's see... maybe about 30 or so reports. With more again, coming on down the pike later on, that we can use to analyze various parts of the grant business. So rather than search for the line item report, I can see it's right here. In fact, it's the very first report in the group. So let me go ahead and run that baby. Along the way, I want to give you some tips and tricks on running standard reports in SIMBA. And the screen we're looking at right now is a pretty standard SAP screen. It looks this way when I teach this topic at some of my other clients as well. So I know there was a Reporting 101 elearning prerequisite which some of you may have taken...it may have been a few weeks ago. And I understand if you don't remember at all, I know I wouldn't. Or others of you may not have had the opportunity to take that elearning yet. So when I show this report, I also like to review some of the techniques you can use to massage the data, modify the input, modify the output, so that you can be looking at the information that aids you as you're doing your job. So for line items, you notice we have three parts of the screen. The first part, company code, so eventually they'll get it hardwired into pretty much every screen that uses it. But for right now, it is it is required. And I still have to put it in, we all know it's 1855. So I put that in. Now, underneath that you have a panel called grant objects. I'm going to be working with this panel for this lesson. I'm not going to be working with the others panel for right now. One thing I do recommend to all my SAP users, whether they're private sector, university, government or nonprofit, I strongly recommend in the live system, not running a query like this, which is what this screen is, without at least some query criteria entered. In the SAP world, we refer to this as running a report wide open. There are couple of reasons for this. One reason is that as we use the system, thousands of records will accumulate, maybe even millions. And searching through and indexing all of those records will slow down the system and it might timeout, so you may have to run the report again. More importantly, from the standpoint of your valuable time, we could run a report wide open and it could give us 100,000 or more lines that meet the criteria. I'm guessing you have better things to do with your time than to scroll through 100,000 hits. So I always recommend entering at least some search criteria on a screen like this. Now, some of you may be responsible for a finite number of grants. And you'll notice in the grant objects panel, I do have cells to put in the grants that you're working with, or maybe the fund, or maybe the sponsored program, or maybe the sponsored class, or any combination of these above. A couple of little tips and tricks on working with the input here. I could just type in a grant number and SIMBA remembers that I've been working with that grant, and run the query for this particular grant. And it would show me some line items associated with this graph. Sometimes you have a range. So you can put in, for example, any grant numbers between 103230 and 104146. Ranges of numbers are very common in SAP, you see those a lot, not just in grants, but in a lot of other financial reports. Another way in which you can enter data that maybe isn't a range, is to utilize this button up here to the right, it's actually called the multiple selection button. So I'm going to go ahead and click that to show you how to use this. Let's suppose that you're responsible for maybe eight or so grants, but they're not a range. You know, they're just non continuous numbers. In the multiple selections window, you could type individual values, single values, which is what I'm going to do, you could enter a range, you could also exclude values. For example, you may say I want to see all the grants except for 103230. And that would be a legitimate query to run. You can also exclude ranges. In this scenario, what I would like to do is enter a list of eight grants I happen to have here on a datasheet that I'm sitting with...it's at my desk here with me, so I'm just going to go ahead and type them in. I'm just tabbing down to the next cell to put those in. 103230, my favorite, and 103480. Also a little tip, if you have a list of values, not just grants, but any value that you're putting in here, and it happens to be in a tabular format, like maybe a column on an Excel sheet or column in a Word table, you could actually copy that column and use this little button here, upload from clipboard or shift F12 to paste that. So with a long list, that may be much more useful than typing those numbers in manually. I also always like to click the check button, which is the same as Enter on your keyboard, just to make sure that all of these numbers are valid in the system. If there's a number here that's not valid, SIMBA will tell you. In this case, these are all good to go. So I execute. Whenever you see this little clock icon, it means execute, or in this case, holding that button is called copy, or F8. Notice as soon as I entered those criteria, the empty square on the multiple selection box filled in, it's a solid blue box now. So that means there's some kind of criteria in there. I don't have to stop here and run the query, I could put in additional query criteria to narrow down my search results even further if I wanted to. For example, maybe I only want to see salaries for that particular grant. And I could just put in the sponsored class number for salary. I won't do that today. But you could if you wanted to, sometimes you do need to zero in on that. Questions so far on entering query criteria?Before I run this query, I want to show you one other thing. I don't remember if this was covered in the elearning, but I think you may find it useful. If you find yourself working with the same objects over and over again, you know, the same 8 grants, the same sponsored class or sponsored classes, the same sponsored program, you can and may enter those numbers, those objects onto this query screen, and then save those as a standard set of search criteria. SAP refers to a set of saved search criteria as a variant. You'll notice down in the lower left corner of the screen where I would normally find the Execute button, today, instead, I see a button called save as variant. So I'm going to go ahead and click that because let's pretend I want to work with these eight grants all the time. So choose save as variant. And then I get this little screen. A variant, again is not required, I just think you'll find it a time saver when you're running your query. So there are some variants already in the training environment. As you can see, I've done this a couple of times. So, for this one, I've been checking this just to make sure I don't repeat a variant name. So let me cancel out of this. You do have to give the variant a name. So I'm going to say, let me turn the caps lock on. So I'm going to say BETHPM8. So it's the afternoon class and it's the eight grants. And I'm going to say 8 grants Beth manages. And then I can just click save, I usually don't do anything to the other options on the screen. And now the status bar tells me the variant PMBETH has been saved. So now, let me do this, go ahead and clear out these selections. So the next time I want to run the grant with those criteria, the way I do it is click get variant on the menu bar, keystroke for that is shift F5. And then I just find the variant that I want double click. BETHPM8 and everything gets filled in. There's going to be two kinds of variants when you're running these reports. The one that the central master data team will be responsible for creating and distributing to the entire community is known as a public variant. And those will be preceded by a forward slash. So you'll know those when you see them. The ones that you create are user specific. They apply to your login id, they belong to you and only you. There's no way you can export them and share them with anybody. There's no way that you can copy them and somebody else can pick them up from their get variant screen. So when they click that variant, they won't see the ones you just created. You can show them what you did. And they can duplicate what your variant structure was, but you can't really share the actual variant with them. Questions about variants? Variance are one way of massaging or manipulating the data in a query. I tend to think of it as variants allow you to control the input into a query or report. So now I'm ready to execute this report with my selected variants. And I click execute, or I could press F8. Now, in the beginning, this will probably be what this particular report looks like. I'm going to show you how to manipulate the output as well as the input. So the variant controls the input. I'm about to show you the output, or least how to change it, in just a moment. What I want to do is just let you look at what's here and just examine the data. So when I put in these eight, I didn't know that there would be line items for every grant. There may not be. There may be some grants that haven't had anything posted yet. So I just scroll down the list and see what's here. Something I forgot to mention to this morning's class but which I usually like to do, is all reports... I think I'm going to go out on a limb and say yes, all reports in SAP/SIMBA can be exported in some way, shape, or form. For this report, the export button, actually it kind of looks like a little download button. So if you click local file, you can save it to a text file with tabs. And we're experts on those because we used those yesterday, when we were dealing with the budget, right? Or we can just put it in the clipboard, and then we can paste it into like Word or Excel or something like that. Or, if you go to more, and then list, and then export, you notice that you can export this to a spreadsheet. And I mention this because this report in particular, and some of the other ones might lend themselves to additional data analysis in Excel. For example, creating a pivot table or a pivot chart out of the existing data. So I don't believe this is in the exercise packet, but I just wanted to make sure I mentioned it to you. And I love being able to export data to Excel. So questions about what you see here?Okay, let's suppose you're not happy with what you're seeing here. I see fields that maybe I don't really need, maybe I don't see fields that I do need. Maybe I want to only include certain data types or document types in this report. So I mentioned a moment ago, I have various controls to input. To control the output, SAP allows you to make use of an object called layout. A layout controls what columns appear, or display, I should say, what columns you're sorting on, or filtering on or sub totaling on. So in the exercise, they show you how to create subtotals, some of which already display on this report, for certain data fields. So they want you to... Well, let's see here, let me go ahead and do the subtotals. And then I'll show you how to change some of the other columns as well. Okay, so here's a thought question for the audience. From your knowledge of Excel, can someone tell me what buttons you think I might start clicking to begin creating subtotals for a given column? Any ideas at all? Okay, Kevin says summation. Well, Kevin, I'm going to ask you to be more specific. There are actually two summation buttons on this toolbar. Which one should I use?[Training Participant] This is Kevin. Is it the backward E?[Beth Woodell] Well, here are the 2 buttons. Yeah, you are so close. The large E, as everybody calls it, is actually the Greek letter sigma. It's a tie modern mathematical symbol for summation. Notice the capital sigma, I want to say SIMBA instead of sigma will give you grand totals. It's the sigma over sigma, the little ones that will give you sum totals. And actually, now that I'm thinking about it, I don't recall if this is the exact symbol that Excel uses. So to be fair, you were on the right track. So for this one, what I want to do is click the subtotal button. And we get a little window here that tells us, first of all, if something is already being subtotaled, and second, if any columns are also being sorted, as well. So when you're looking at a screen like this, usually have two sides of the window. On the left hand side are the data fields, in this case columns, that are being utilized. So this tells me on the left, I'm actually sorting ascending by GL account, for the sponsored class. The little pyramid looking icon here tells me that that's sort ascending. It's also telling me that it's sorting ascending by sponsored program. And it is being subtotaled. And finally, it also tells me it's being sorted ascending by grant as well. And that too, is being subtotaled. And you can kind of see this in the back. I look back here on the screen, if you see those little red arrows there. Those indicate the column or columns that are currently being sorted, ascending or descending. In addition, the fields that are being subtotaled are showing up highlighted in yellow. And I think that is the same in Excel and if it's not yellow, it's some other color. So you've seen this before, even if you've never seen it in SIMBA, I'm sure. So in the exercise packet, they suggest, hey, you know what, it might be interesting to subtotal by sponsored class instead. So what I'm going to do, if you notice sponsored classe is a fields in the list on the right, these are these fields that are not currently included in the report. So what I do is select the field in question, and then I just click the left arrow to put it on my list. And it'll go with the bottom, which is fine. And I select subtotals for that. For this exercise, it doesn't say so, but what I also will do is turn off sponsored program because I think if your subtotaling by grant, it's kind of redundant to also sort by sponsored program. So in this way, you can pick and choose which columns you want to sort on and subtotal on. And I'll just show very briefly all of the available fields for this particular review. No way will you use all of them. There are some here that some of you will never use. I admit that there are some here, I think I don't even know what they are like document technical origin, not sure how we're using that, but that's okay. That's not one that I need necessarily to use. So I click adopt. And notice that the report has changed in it's... not its content, but the layout a little bit. Now, if this is a layout that I like, I can save it and retrieve it later on. The layout buttons are these three little Rubik's Cube looking buttons that are actually kind of spreadsheet looking buttons in the middle of the toolbar. So they are from left to right, change the layout, which we just did, retrieve or select the layout you've saved, and save a layout. So I'm going to save this one. You can see we've done this a couple of times. So bear with me. Let's see, I sorted that or filtered it, I filtered by sponsored class, I want to say SC, that's an SC, I don't think I'm using that field. That name. This is a user specific layout. Same thing as with the variants, if you see a forward slash in front of it, that is a public layout. It's available to all users that have access to this tile, and we can't create them, the master data maintenance team creates those and pushes them out to the user community. So I'm going to go ahead and click adopt on that. So that's there the next time I want to use it. One thing we did discover, I think we were trying this a couple of weeks ago, is that in all the versions of SAP, you used to be able to click and drag the fields if you want them to go someplace else, and if you're careful, you can do that here as well. So on the web, it's a little tricky, but notice that I just click and drag the field called document type, or DP. I had it, I think after fiscal period and I dragged it next to sponsored class. So you can manipulate the output that way as well. That's not in the exercise packet. That's just a little something extra I wanted to show you. Questions on that? I think that's all I probably want to do. Those are all the tricks I have up my sleeve for changing the output or the layout of a report. Now one other thing I do want to show you about the content of the report. And that is, again, because we're in a web environment, you've noticed that sometimes you do see things underlined, just like a hyperlink. And you might wonder, hey, can we drill down into there and see the content of that record? And wherever you see the hyperlink, the answer is yes. So you may notice, under ref documents, the reference documents field, this, this document here, we're ending in 3894. There are a lot of line items here. Maybe I want to inspect just that one document. So I'm going to go ahead and click that. Doesn't matter which line I click because it's the same document. So I'm actually in a little different zone now. I took a detour. I was in a GM line item display report. I'm actually now in a tile called, I believe it's called display FM document. It's actually a funds management document. So for this document, I can see item numbers. I think there are several hundred of these. 882, to be precise, that's how many line items came over with this document. I can see the commitment item or the sponsored class, which count it's coming from... should be the same as the commitment item. It's not we have a problem, Houston. The description, the amount of currency etc, the internal order that's related to, the business area. I think all of these should be out of school of engineering. And if I scroll over, I can see some other data keys as well. Also, in a document like this, I do want to point out something that SAP calls a posting key, this tells you from an accounting standpoint, what kind of line item you're looking at. Most of what you folks are going to see are going to be either a 50, which is a debit, or a 40, which is a credit. I don't think there should be anything on this list other than 40s or 50s. There are a lot of other posting keys, but those are the main ones that we see in financial accounting. I'm not going to scroll through 882 lines. I know, we don't have that kind of time. But if you ever need to zero in on one particular line item, you could do that. As a matter of fact, I believe... Well, yeah, I just double clicked one line item and now I can see actually a little bit more detail on this line item, what fund it came from, functional area, etc, etc. There are probably some other things on here that I can look at, but you get the idea. You can drill down into these reports to get more data as needed. Now when you want to get out of here, I do recommend using the back button inside SIMBA, not your back button on your browser. Okay, here we are back at GM line item display. I know the side, I want to go home. I don't remember changing anything. Sometimes you do get that message box, even if all you were doing was displaying. And I want to show you three other reports in the exercise packet. And if you're following along, this should be exercise. 6.2 is what's coming up next. This is a custom report developed by the SIMBA team. It just gives you all the information you would want to know about grant master data in one place. So where that one is, and here it is, right here. It's called enhanced grants master data index report. So this layout is a little bit different. Just because it is more of a custom report than the other one was. The other one is pretty standard inside SAP, but this one's more customized. For this report, you need to know the home cost center. Now here's a question. It's kind of esoteric, leftover from Monday's session. If you didn't know, the cost center for a grant, how do you go about trying to find out? Does anybody remember? We did the exercise on Monday. That's a well... we come... You know, in this class, we may have done it on Tuesday. But we did look at it earlier this week. Anybody remember what master data object contains the cost center? Now, the reason I ask this is that if you use a little search button to go looking for a cost center, you may not be able to search for it here. It's going to be very obstinate and say I'm not listing all of those cost centers. So for right now, I'm asking you how to go about looking it up. Okay, I won't keep you in suspense any longer. Let me go home for a moment just to demonstrate this. It's actually on the internal order master record. So you may remember when we did exercise 2.2, I displayed an internal order. I'll just pull this up real quick. When I pull up the internal order, the responsible cost center is right there on the begining page under the assignments tab. I could actually copy and paste this. I don't know if this one is going to give me anything when I run that report, but it should give me at least one set of data for this particular grant for this particular internal order. So I'm doing a Ctrl C on the keyboard right now. And let me go back into that enhanced grants master data index report. Now I can just paste this, let me do a Ctrl V. I could type in the grant if I needed to. Personally I think it's redundant, but I'll put it in anyway. And notice it says no data found. I really haven't done anything yet. I just hit enter to confirm that those are valid data entries. And then I click go. It should have found something. Let me take grant out of there and let me do it again. Let me try it with another cost center. I do have a list of valid cost centers that I've been working with. And today I decided to go off the script and try one that we've been using. So that one apparently is not giving us a lot of data. However, I do have one that does work. So let's try this one instead. 52114...And I click Go. Okay, so here is ... I'm not sure why the other one didn't work. I feel like it should have but that's okay. You can see how this one looks when I type it in. So this whole cost center homes this particular grant, and you can tighten up these columns a little bit just by clicking and dragging those columns. And I'm doing that in this case, because there are nearly 150 columns in this report. That is crazy. So I can see some other pertinent data about this report. So here's the agreement number. Sometimes you need to look that up. I know some of your coworkers were asking for the OSP number in certain classes. So there's your initial Office of Sponsored Programs number. If I scroll over even further, I might get some information about the sponsor, for example. Now, I've taught this class many times, I know that NSF, got that sponsor number committed to heart. I see a close day coming up in about two years away. No cost share. Now you get the idea. So you can see some additional data on this particular cost center and grant combination. Now some of you might find a lot of these columns to be extraneous, you don't need them. So on a screen like this, there is a way to manipulate this layout as well. It's a little different though, from what you saw a moment ago. Take a look at this little button here, this little cog, it's called settings. If I click that, notice that all of the possible fields, and like I said there are almost 150 of them, are listed, and the ones that we are currently displaying are checked off. So you might not need all of these. I'm going to scroll down to the bottom. There are a bunch here that we're not using at this point. So maybe I want to deselect some of these other ones and I'll be honest with you, you may know what some of these are like CLIN, SLIN, and you may use them, I'm not thinking I want to use them right now. So probably shouldn't deselect the FED ones for federal grant, but you get the idea. I'm going to go ahead and do it anyway. And Dunn and Bradstreet data, we may not need that. You can set these columns any way you want. So I click OK. And it's going to be a little subtle, depending on where you're sitting on the screen. But the data display should change. This material can also be exported. That's the little Excel looking button right here. I click that, and it offers to send it to an Excel file that you can save. And then if you want to share these data with somebody that doesn't have access to SIMBA, you can do that as well. Questions on how I did that? Questions on why you'd want to do something like this?Okay, let me go back home because it turns out there is a similar report for sponsored programs. So it's looking kind of at the same data from a different point of view. There is a report called enhanced sponsored program master data index. And in this case, oddly enough, even though it's sponsored program, it's the grant that's required. So I've been putting the grant that we've been working with all along. And if we wanted to filter out records even further, we certainly could in any of these other fields. But I'm not going to at this point, I'm just going to click go. And now I've actually got two rows. The reason for this is that for this particular grant, what we've got is information on at least the way the layout is on sub awards, and you may remember yesterday, I processed or we began to process an invoice for sub award recipients. I actually did that in two classes yesterday. So we had two rows. So for this grant, I've got two rows for sponsored programs. Let me tighten that up a little bit. And the description. So here's the sub recipient, that's our vendor, the sub award number, the sub award type. I think G stands for sub contracts. Not sure how you get G out of subcontract but that's the way it goes. Cost reimbursement, period of performance, a few other fields, invoice frequency monthly. You may remember, I think this was for you folks, I put this invoice in yesterday. So this was an actual posting, or will be when it gets approved in workflow, that was recorded, theoretically earlier this week. Salary in the amount of $2,000. And you can scroll to the right and see what else is here. I've also got some contacts for the sponsored program, I remember putting those in, good. And then finally off to the right the grant type and the home cost center. These layouts can be manipulated as well. This particular report has only 57 different fields that you could choose if you wanted to delete fields, sort or group by fields. And that can be exported to Excel as well. Any questions on this report?Now, let me ask you folks this. The two reports that you just saw, can any of you think of a way in which those reports will be useful to you after go live? Do they give you useful information? That's not a rhetorical question. I really would like to know how you see using these reports in the future. If you can't think of any way in which you would use it right now, that's okay. Once you actually get into SIMBA, do some hands on, do some poking around inside, see what data are there, what data are not there. It may come to you eventually, hey, that would be a pretty good report for me to run, just so I can get a quick answer to a data question that I have. And I think basically all reports are like that. Some of these reports also do have equivalents in IBIS. Since I'm not an IBIS expert, I couldn't tell you which are which but there is that IBIS to SIMBA cross walk out on the SIMBA homepage that you can use to compare what you used to do in SIMBA...not SIMBA, IBIS, with what you want to do in SIMBA. So I would put my hands on that if I were you. That's would be a very useful crosswalk to have, at least until you become fluent in SIMBA.The last report that I want to show you is something called the GM closeout report. This one has a format similar to the last two that I just showed you. And it is over here. By the way, you know, nobody's asked me this in classes yet, you may have noticed that some of the tiles have different icons on them. Depending on what kind of task it is, whether it's a display, a change, a create, a data analytics, or something like that. The icon itself isn't terribly meaningful. It's just a way of further distinguishing the function of various tiles. Just an easy way to remember what does what. So here I am in the GM closeout report, I find this one useful to determine whether a grant is getting close to the 60 days. Remember yesterday, we found out that grants don't close themselves, we have to set the status of the grant to pre close, and then eventually to closing. And then Research Accounting takes over and they set the status to closed when the time comes. So there's no automatic process for that. So you may find yourself using this one, maybe on a weekly basis, to determine which grants need to have their status moved forward. This one runs by posting date, notice the posting date from and to are required. I'll do this to the end of the fiscal year, which also happens to be the end of the month. Now, I think for this one, I'm not going to get much of anything. I will try it without the grant. But I think I also do need to... Okay. SIMBA stop sycning on me, I think I overloaded it. So let me try this, I'm going to go ahead and put in a grant. That's what happens when you run something wide open like that, you'll get an error message saying overflow from and then some long number. So I better put a grant number to narrow it down a little further. Click Go again. Okay, much better. Again, same kind of horizontal scrolling right and see all the fields kind of laid out. What I found for this report that the other two don't have yet is a little expansion button over on the right, it looks like a right arrow. So instead of scrolling, I can click that. And it gives me all of the fields in more of a document format, almost like a Word document. So I can see among other things, here's my grant. The sponsor, sponsor name, home cost center. Here's my days to close. So I'm more than two years away. This one I think closes in September of 2022. So I think I'm good on this one. I can also see the grant value. For this one I did put in a PI. I don't think I put in any other...I may have put in a row, but the PI is who's going to be on this particular report. And perhaps more importantly, if I scroll down a little further, I can see things like encumbrances, unbilled receivables, billed receivables, any cost share financial data that I want to see. And I can also see the name of the life cycle status. So this life cycle status should be award and I don't think I did it in this class, but last week's class, I actually advanced the user status to pre close which as you can see was a little premature. I probably shouldn't have done that. We still have two years to go with this particular grant. Questions on this?Okay, when you're done with this panel, you can either click the right arrow to collapse it a little bit, or you can just click the X, like any other internet function to hide it completely. That's basically all they wanted us to do in the GM closeout report. So, at this point, and I have a few more minutes before I give you a break. It's 1:46 now. As I mentioned, I do take requests. Are there any other reports here that you think might be useful to you just based on the name? If you can't think of one, I can show you one other and then I'll give you a little break.It's fair. Sometimes...Oh, okay, I do have a request. GM trend analysis. Oh, Robin. That's one I haven't done yet for the other classes. So I'll be looking at this for the first time along with you all. Robin, may I ask why this tile looked interesting to you? Is trend analysis something you do on a regular basis? If it's easier, you can take yourself off mute and explain it. While she's doing that, I'm gonna refresh my screen because SIMBA is being slow. Oh, okay. Okay, here we go.So for this one, this is more of a standard report. So okay, so here we are with a business area. It's got an asterisk on it, but it's not red. I think it is still required though. So I'll put in one in a moment. We do have validate fiscal year posting period. We can narrow it down by PI, that's going to be their personnel number, we can narrow it down by grant. So Robin has to do larger data analysis reports rather than focus on a single grant. I'm glad you told me that. So what I am going to do is not put in a particular grant. I will put in a business area though. So 3860 I know is engineering. I don't have them all memorized, but that one I do remember, like I said, not guaranteeing I'm going to get anything, but the output controls trend analysis report and valid for an entire fiscal year. Okay, let's put a bookmark in this one. There do not appear to be any data, at least not for College of Engineering, I can try it with one additional business area. How about school of medicine, I bet you there's...or EMF...EMS rather. There might not be any data in the training clients. Folks tomorrow, as I mentioned, the functional team will be visiting us. So let's make a note to ask them about that report. They may be able to guide us on, first of all, what it does. And second if there is a an analogue back in IBIS. Actually, let me ask you, Robin is that a standard IBIS report that you run, and if so, what is the code? Maybe I can look it up on the crosswalk. I need to take results from a master report that Research Accounting does annually. Okay, let's put a bookmark in that one and the functional team can give us an answer. My understanding is you all get reports from a system called iTwo also, which I have no knowledge of. So, if it's one of those, let's pick the functional team's brains.I think there was one other thing here that was not in our lesson that I wanted to show you because we were doing budgeting yesterday. And I know that was an interesting topic to many of you. So when we uploaded unreleased and released budgets yesterday, and keep in mind, before they become official, somebody's got to approve them in workflow. Each one of those uploads created a document. You might wonder what did I upload? What kind of documents that I create? So there is a tile called display GM budget document. Sometimes I like to look at this one just to remind myself what it was I uploaded. You know what, let me go full screen so I can gain access to that refresh button. Okay, so 100000144, oh I know why. So rather than type this in, usually what I should be doing is searching for a document. So I'm going to click the little search button, and you're actually searching for an effective document. So I think this one, like I said, 1000000144, or I can search for it by grant. So I'm just going to go ahead and click find. And here is the document that I uploaded yesterday. So I'm going to double click that. And remember, this was the one that I did that was an adjustment in the negative to an unreleased budget document that was already in the system. So we uploaded the initial budget. Now I can see oh, yeah, in addition to that document, there was another one where I had to decrease two sponsored class amounts. In budgeting, and eventually there's going to be a report called GM budget versus actuals, which will probably be the bread and butter report for a lot of you, you're going to be comparing the aggregate of all of these budget documents we are creating and uploading, which is these documents all summed, against actual spend. And so what's here are all the other budget documents we uploaded, the fruits of that will appear on the GM budget versus actuals report. That one is still in development. I've heard it's actually being tested this week. So it should be ready for go live but it's not fully baked right now. That said, at least I can see for this document, the document status is pre posted and the budget status is unreleased. So somebody, because this isn't posted yet, has to release this document. Somebody with the appropriate security role could release it. So it'd be a posted budget document and then that budget versus actuals report could utilize the data. So this can be useful, I think for some folks, when you're looking at whether budget data that you've uploaded or actuals for that matter, in the other reports have been posted in the system. Wish I didn't have to scroll so far down, but that's the way it goes. Central grant, here we go. Any other questions about reports in general? I can tell you that some of these other tiles don't have any data in them in the training environment yet, for example, I ran the PI report a couple of times, that's supposed to give a list of all of the grants that a particular PI is responsible for. No data in training just yet. No clinical trials in the system. So there's nothing in the clinical trial transaction report for you School of Medicine and other folks that might be running clinical trials. So I think at this point, that's all the tricks I have up my sleeve when it comes to reports. So what are we going to... what I'd like to do now, and it just turned 1:56, I'm going to give you a 14 minute break. I'm going to see you back at 10 after 2. We are at the end of the class. I understand that there are some folks that may or may not be able to make tomorrow's session or you might not be able to use a laptop to access it. So, if it's alright with all of you, we can wrap up the class today and actually have you do the assessment. So that tomorrow we can just ask Corry and Wayne all of the functional questions we can think of. Does that sound like a plan? Okay, good. Now, I guess I need to just hear one yes. And that's all I need. So I'm going to pause sharing for a moment. I will see you back at 2:10.Course SummaryNow for some of these processes, and more of them are being developed every week. So before I send you on your merry way to take the assessment, I do want to show you where that is. And if I showed you yesterday or the day before, I'm going to show you again, because this is just that important. So when you go to the SIMBA homepage, simba.psu.edu, you go to resources, and you go to support resources, and select simulations and guides. So there's some overview simulations in the front of that page. But then, over on the left, there's a directory for the various process areas. And there are several grants and project systems step by steps available. So since we're talking about reports today, let me do this. I'll click on the grants management reports link and oh, so there's one that I was talking about, I wasn't sure had any data, the clinical trial transaction report. There may be some other ones that are interesting to you. So for example, you may want to look at budgets, you may want to look at billing. Some of you might want to look at ARL and kind of watch this space for when this develops for ARL reports. So you probably want to put a bookmark on that page in your web browser, if you intend to use this for additional resources. And just so you know...I'll run this one, this is what they look like. So most of them, most of the ones I've seen are not that long. And we can't stop you from printing them. I think some of you probably will save trees and not print them. But do be aware that if a change is made to the process and you've printed it, your printers are not going to get that change. So I do advocate not printing whenever needed, you can download the file and then if the process changes, you can always download a new version of that same file. So for every one of these things, it tells you exactly where you click, what you type, what you press after you type, what happens after you type, the screens change, etc. I know I'm kind of scrolling through this very quickly, but you get the idea. So those are there for your use, and I encourage you to use them.Any other questions or comments, because I think we are ready to commence with the assessment. Some of you have told me you won't be able to take the assessment right this moment, but you can always do so in your, I know, abundant spare time. It'll be there for a day or two after this class. It will certainly be there tomorrow. So if you have to take it tomorrow, take it tomorrow. So just a little bit here about the assessment. All of the assessments require a score of 80% or higher to pass. This one has five questions. So if you get four out of five you pass, and the training team will be responsible for making sure that your score gets into your account on the Learning Resource Network. If for some strange reason you don't score at least an 80, you can always retake the quiz. And I am confident that nobody will have to retake the quiz. So these are not questions that you haven't already seen. You'll recognize them as soon as you see them. So if you're ready to take the quiz right now, you can go to this URL, join. and enter the code that you see on this slide. Patty, do you have any information to add about getting into the quiz, taking it, and concluding it?[Patty Nordstrom] No, just pretty much but you said, if you've not taken one of these quizzes, the URL is going out . We recommend either Firefox or Chrome for the web browser. Once you put the code in, then you'll see the next screen which is the second screenshot being displayed. Put your first and last name on the first line, and then your PSU Access ID and then click join session. If you do have any issues, joining them the session or accessing quiz, give me a heads up in the Q&A pod. We'll be able to help you out. I can monitor the results coming in. If you would like for me to confirm that your results are received, again, just type something in the Q&A pod. And I can confirm that. So I'm going to go ahead, I'm going to stop the recording. And I'm going to mute myself.[Beth Woodell] I'd like to go on. There we go. Hi, thank you, Patty. This is still Beth speaking to you from Eastern Maryland. Happy Friday, everybody. I'm sure everybody's ready for the weekend. So we are honored to have Corry Bullock and Wayne Royer, two of the functional experts from the SIMBA implementation team, who have not been able to stump yet when it comes to a grants question. So they have graciously agreed to field any advanced questions that I was unable to answer during the session that we've had the past week. And their talk with you today may cause you to think of other things that you didn't ask earlier in the week. So this will be your only chance to pick their brains. But this is a special opportunity that we're doing just kind of a way of smoothing the change, making it a little bit more comfortable for you to ease into the use of SIMBA. And for those of you that will be super users moving forward, again, super user questions probably weren't in the curriculum that we developed that you saw this week. So this will be a good start in getting a handle on advanced questions and more importantly, advanced solutions. So I want to open it up to the floor. If any of you want to ask either a question you haven't asked me yet or a question that you asked me this week, and I didn't know the answer to, now's your chance. So let's hear it. What questions do you have for Corry and Wayne? We can either type it in the Q&A pod or just take yourself off mute. And to quote the immortal Gene Simmons, shout it out loud.[Corry Bullock] And I usually talk until the questions come in. So I'll just talk until I, until I see a mute come off, or we get a question in the pod. So this, this class was supposed to be really just foundational, if you had to learn everything about the system that we know, and we still, we still have a lot to learn too because it is such a big system, but you would be here for months. So this is meant to be foundational. I think you're gonna get, get your knowledge by being in the system. I am writing, well I should say the team, the team and I are writing a lot of training guides for you that are going to be step by step that will help you along. I think the SIMBA session this morning was really, really good getting you mentally prepared for what's about to hit you in a couple of weeks. Oh, Brad has his hand up.[Training Participant] Yeah, it wasn't a mistake this time either. I did that earlier. This might have already been addressed in either this session or earlier, and I just might have missed it. But, just one thing that's, you know, everyone's anxious about, especially with like, the PPE that we've been buying recently, is whether, whether that's going to be allowed on grants or not depending on what the usage is for? If, if we have transactions in IBIS that are on a research account that we need to take off when we go live in SIMBA, are we doing that in IBIS? And then there will be another load from IBIS to SIMBA? Or is there going to be a way to do a JV on IBIS transactions in SIMBA?[Corry Bullock] Ah, I have something about that. Okay. Let me look here. That was just a big situation here. So, this came up this morning with the College of Education. It's regarding salaries and wages. [Training Participant] Okay. [Corry Bullock] Okay, so let me see where I can pick it up where it makes sense to all of you.[Beth Woodell] Is there something you need me to put on the screen, Corry?[Corry Bullock] No, no, it's a very long email. I'm just sort of looking. Here. Let me just say we say salaries... Sorry... Salaries, salaries that happened before July 1 need to stay in IBIS because that's when your effort was done. That's when it was done. Anything else... Do you have a specific example Brad? [Training Participant] Like they've been purchasing masks for labs and stuff right now. We haven't really gotten a clear response or a clear answer on whether that will be allowed on federal grants. Depending on you know, can... based on the guidelines that Penn State put out on, on unnecessary PPE that you can't be in a lab without it and whether that will be reimbursed by the federal government or not. So like a lab supply being transferred later on that happened in IBIS.[Corry Bullock] All right okay. Well here, now this is specific to the salary and wage. But maybe this could be used for the... something like what you're talking about too. So if you complete a journal entry in SIMBA...SIMBA IO...That the... well this has to do with putting something on an MGR. This has to do with when grants are... where you know, we're in the holding pattern but the grant started already, like June. People have to start spending, we've been telling them to put them on an MGR gift...[Training Participant] So there's a way to move them on to the research account?[Corry Bullock] Right, right. So this sentence says complete a journal entry in SIMBA crediting the SIMBA IO and debit the sponsor program that you now have set up in SIMBA.[Training Participant] Okay. So what, what references like for like, is there are a special place in the JV to like, note this came from IBIS?[Corry Bullock] Yes, it says make a note of the reason for this journal entry for documentation purposes. You know, you're able to upload a massive amount of attachments. There's comments sections all over the place. I do know that you really, really want to be careful about your justification. You need to explain it, that you...It's a once in a lifetime transition. She says there will be exceptions to the rules for, for this transition that will need to be documented well for auditing purposes. [Training Participant] Okay. But it does sound possible. So.[Corry Bullock] Yes. Yes.[Training Participant] Hopefully it's few and far between, but we can.[Corry Bullock] Yes.[Training Participant] Okay. Thank you. [Corry Bullock] Yeah. I know that this has been...This has been a really important issue. It still confuses a lot of us. So I can see if there's going to be some sort of a guide that comes out about that. [Training Participant] That would be great if you don't mind. Thank you.[Corry Bullock] Wayne, did you want to say anything while I'm jotting down these notes?[Wayne Royer] Well... I really don't... I mean, without going into a big long...I think the important thing for everybody to remember, and I know it's been said, but we can't say it enough, is you know, just it's a new system. We're all learning. But I really think most of you will be surprised once you get in there and start using it, how easy the system is to use. So you know, just one step at a time and I think you'll be surprised how quick you get up to speed with it.[Corry Bullock] I hope you're all signed up to the grants analysis class. Or you have it on your radar, at least, that's going to be offered soon after July 1. Probably, I don't know, two or three weeks. Because that's where we're going to go in depth on the reports that are available. And that really is the strength of SIMBA. We have, oh, I don't know, 15, 20 reports that you'll be able to utilize just for GM, maybe even more.[Beth Woodell] I think that's a topic that will interest this group because they did have some questions about reports yesterday, and just as the morning session did, and I offered to demonstrate some of the reports, but with only limited data and the training environment, I don't think it was a very robust demo. Folks, if prior to the grants analysis class you want to ask our functionals about any report you were asking me about yesterday, now's a good opportunity.[Corry Bullock] We really tried to make this a one stop shop as much as possible with all the customized master data fields that we have. We have a lot available to you so that you don't have to keep hopping from system to system. And you'll be able to report on those fields.[Wayne Royer] One report that we have that we're actually still finishing up the testing on is the budget to actual. For many of you who are familiar with the FIT report four three, namely, this kind of mimics that. It's not a direct replacement, but it's very, very close. We modeled it after the FIT report. And that'll basically give you your budget, your encumbrance, your actual and available balance and other information and you'll be able to drill down into the details from that report.[Beth Woodell] I don't suppose you're at liberty to show us what that report looks like in its current incarnation, are you Wayne?[Corry Bullock] No. [Wayne Royer] No, I don't think we can do that. Simply because we're still testing and tweaking it. [Beth Woodell] No problem. [Wayne Royer] But I can tell you, it's very close to being ready and it will be ready to go live.[Beth Woodell] Okay, that does seem to be an ongoing question for most of the post award people for reasons you probably know better than I do. So I actually am kind of looking forward to seeing it myself.[Corry Bullock] Yeah, we're almost there with it. [Beth Woodell] Okay.[Corry Bullock] Oh, Brad has his hand up again.[Training Participant] Sorry, another question I just thought of. I think it's something that got pushed to maybe phase two, but NSF two months salary, is there going to be a report that we can run to easily see how much one employee has on NSF awards? [Corry Bullock] Yes, I am hoping that is going to be part of phase two because I know when Emily Martell started on labor distribution, the labor distribution team, I had sent her information and a spreadsheet that, where you can keep track of the two month rule. So I know it's on their radar. And it's, that's a very important report to have.[Training Participant] Yeah, okay. Cool.[Corry Bullock] So I will check. I will check with Emily on that.[Training Participant] Thank you.[Corry Bullock] Okay, well, I don't know if there anymore questions. It's pretty quiet. But how to get ahold of us. It is through the SIMBA email address, MS Teams me or Wayne. Call, text, email. We're here for you and we're not going to let you just hang out there in panic mode. But I think you'll, you'll find it pretty user friendly when you get in there. Well, everyone have a great weekend.[Training Participant] Thanks, Corry. [Corry Bullock] Yeah, you're welcome. You're welcome. [Training Participant] We know how to get to you, Corry.[Wayne Royer] Thanks for having us.[Corry Bullock] Oh yes you do, yes you do. I'm counting on counting on it. All right. All right. Thanks, everyone. Have a great weekend and we'll talk to you soon.[Beth Woodell] Thank you both. You have a good weekend as well. Bye now.[Corry Bullock] Bye.[Wayne Royer] Thank you. Bye.[Beth Woodell] Patty, I think we can stop recording now.DisclaimerAlternative Format Statement This publication is available in alternative media upon request. 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