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Lyda Osorio
August 12, 2013 4 minute read

Introduction to SAP Grantor Management – Part I

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SAP Grantor Management solution is designed for public sector organisations that administers funds to
provide nancial assistance to a group of individuals or  organisations. Grants are nancial assistance
arrangements, where the grantee receives funds to carry out a program or provide services.

It is an end-to-end solutions that covers from the initial planning to the nal payment and reconciliation.

In Grants Management, the public agency distributing the money is known as the Grantor, and  the receiving
organisation/person that is recipient of the grants is known as the Grantee.

The business processes includes the following steps:

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SAP Grantor Solution is based on SAP CRM 7 with SAP ECC Funds Management or SAP ECC Public Sector
integration.

1 – Program Management:

The SAP Solutions o ers the ability to administer the funds, using SAP Grantor Program.

SAP Grantor Program allows the de nition of policies or regulations that are adopted by public sector
organisations to deliver the external funding. The program de nes how the grant activities are managed and
funded, and controls how grants are delivered to grantee.

Basis features includes:

Allows de nition of unique funding policies, applicant criteria and approval process; by unique
assignment of forms, questionnaires, rules and process.
Can be represent in hierarchical structures.
Time-dependent activation of business process, controlling when the grantor characteristics are
available to the public: application submission period, agreement period, claim period, change request
period.
Master data integrated with SAP ECC Funds Management (Funds Programs).

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With SAP Funds Management integration, the program planning is controlled:

Grantor Program are represented as Funds Program allowing the account assignment determination
(transaction FMMEASURE – Funded Program Maintain ). GTRDerive tool is used for derivation of the ERP
account assignments

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In conclusion the Grantor Program allows to represent the di erent grants programs that are available to
the public, e..g: sport, arts, science, community development, health; with their unique characteristics:
eligibility, assessment, payment strategies. When some grantor programs don’t change over time, the
solution allows program to be de ned with no end period (31.12.999) or the exibility to have di erent
program every certain period.

2- Budgeting

Grantor Solution integrates with SAP ERP Budget and Control System (BCS). The solution ensures that
grants payments are managed within the operating budget to ensure approved funds are not exceeded, and
the organisation mantains accountability for grants committed and paid.

Budget encumbrance can be triggered from an application (pre-commitment)  and/or agreement

(commitment) in the form of an earmarked funds document.

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Program budget are maintained in SAP ECC (transaction FMBB – Budgeting Workbench) .

3- Application:

Grantor Application de nes how the application processing, eligibility assessment and award amounts are
managed.

Grantor Program controls the di erences between di erent applications eligibility period, application forms
and Funds Integration. One big plus is a same application transaction could be used across di erent
programs with the option to assign di erent assessment; giving exibility to the organisation to implement
new grantor programs with low new customizing.

Standard features available in CRM transaction types are available with SAP Grantor Application controlling
the processing, such as:

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Partner Management: The grantor, legal represents (contact person), external parties (external
assessors,other governments agencies) and employees involved in the assessment are represented as
business partner.
Dates Management: Application received on, application processing duration, application start,
application end date and any other dates/milestone are managed using Date Management.
Status Management: All steps involved in the application processing could be represent as status: Draft,
Received, In process, For Approval, Withdrawal/ Cancel, Approved, etc.
Notes: approval/rejections comments, internal comments, notes to print; could be managed by using
Text.
Follow up documents, attachments, document templates…

The use of applications is optional. A SAP agreement could be con gured with status to represent that is in
assessment. The advantage of having a grantor application is that funds pre-commitments are separated
from the actual commitments (Agreements). For reporting purposes having di erent transaction types,
facilitates the reporting of di erent metrics for applications/agreements.

Applications are submitted by di erent channels. SAP supports online applications forms (BSP+ HTML or
Adobe Interactive Forms) by using SAP CRM Web Request functionality. A template model is delivered
within the solution, but each implementations requires to develop their own template according to the
grantor programs/characteristics.

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SAP manages the following funding types, which are available to manage the nancial aspects of the grant:

Requested Amount: the amount requested by the grantee.

Authorized Amount: the nal application amount that is actually granted.
Eligible Amount: the amount to which the applicant is entitled determined by the program rules.

Additionally, the solution allows to distinguish various payment terms:

Payment
Advance
Repayment
Holdback

The grantor application displays “Availability Control (AVC) message” from SAP ERP.

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Application Total amounts are replicated to SAP ECC Funds Management as Funds Pre-commiment.

Transaction FMRP_RFFMEP1AX

Funds Pre-commitment (Transaction FMY3)

As conclusion, the Grantor Application contains all data on application for a grant made by a potential
grantee.

…To be continued

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2 Comments

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Arjun Pawar

September 9, 2013 at 12:27 pm

Thanks for writing very good article

Like (0)

Former Member

October 13, 2014 at 1:29 pm

Nice one place information. thanks!

Like (0)

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