GM-GTE Master Data Customizing: Grant Types

Use

You must assign a grant type to each grant you create. Once made, this assignment cannot be changed.

The grant type describes a grant and controls its behavior. For example, the field status maintenance requirements are maintained within the grant type using the lifecycle and network statuses, enabling you to determine whether grant master data elements are required for entry, optional for entry, or suppressed. The grant type also determines grant posting controls, SAP Funds Management (FM) integration requirements, and SAP Records Management (RM) requirements.

In this Customizing step, you define your grant types and related activities in detail.

Prerequisites

  • You must first create the number ranges you want to use.

  • If you want to apply user statuses, you must first create the necessary status profiles.

Procedure

Proceed as follows:

  1. In GM-GTE Customizing, choose Start of the navigation path Master Data Next navigation step Grant Next navigation step Maintain Grant Types. End of the navigation path

    The Change View: “Grant Types”: Overview screen appears, showing any grant types already maintained including the ones delivered by SAP.

  2. Choose New Entries and enter the following:

    • A two digit ID number for the new grant type

    • The type of number assignment you want to use

    • If you choose internal number assignment or “internal or external”, enter the number of the relevant range in the relevant field.

  3. We deliver a series of statuses, called a lifecycle, that you can change. The statuses we deliver are as follows:

    • Initial draft

    • Proposal

    • Application

    • Award

    • Closing

    • Closed

    • Cancelled

      To process the lifecycle, select your grant type in the overview and choose Lifecycle in the dialog structure.

      You can elect to use some or all of the delivered statuses. Delete the ones you do not want to use.

      You must select one of them as the initial status by checking the appropriate box.

      You can configure the sequence of the statuses by making the appropriate entries in the Previous status boxes.

      You check Initial draft as the initial status for your grant type. You then enter it as the previous status for Proposal and enter Proposal as the previous status for Application.

      This means that any grant created with this grant type is assigned the status Initial draft first. It can then change from Initial draft to Proposal. In due course, it can change again, from Proposal to Application. It cannot change directly from Initial draft to Application in this configuration. For that to be possible, you would have to enter Initial draft also as a previous status for Application.

  4. You can also create a status network to complement the delivered lifecycle for a grant type. Using the status network enables you to create any combination of statuses to replicate any sophisticated business process for your organization’s sponsored program management.

    To do this, choose Status Network in the dialog structure. If you want to enter user statuses for a particular lifecycle status, specify this in the dialog box that appears.

    The Change View: “Status Network”: Overview screen appears.

  5. Choose New Entries and stipulate the following:

    • Name for the user status

    • Up to six “previous” statuses

    • If the new state is to be the last status in its network, check the End State box.

    • If the new state is to be the first status in its network, check the Initial State box.

  6. Posting Control

    Posting control places limits on which postings may be carried it out in which status. You can disable it completely. If, however, you decide to use it, you can make postings dependent on the lifecycle status or on the lifecycle status + user-defined status.

    The settings entered in the grant type act as defaults for any grant with this grant type. You can override them at grant level.

    If you decide to enable posting control, you need to specify the limits that apply. To do this, choose Start of the navigation path Status Network Next navigation step Posting Control End of the navigation path (to attach the limits to the status network you created above) or just Posting Control .Then make the following entries:

    • Specify the value type you need to maintain, if it is not already displayed.

    • For each value type, check the Default Statistical Posting Indicator box if you mean postings with this value type to be statistical. If you do not check the box, the postings are real.

    • For each value type, check the Default Posting Block box if you mean postings with this value type to be blocked. If you do not check the box, the system allows the postings.

  7. Budget Layout

    Use this option to link budget layouts with budget versions in a particular grant type.

  8. FM Budget Integration

    • Certain grant types require integration with budgeting in Funds Management (FM). If this is the case with your grant type, choose FM Budget Integration and enter the grant type and the budgeting source (GM or FM).

      • If GM is the source, every time you enter a budget in GM, a budget is created in FM as an entry document.

        You enter grant 1 in GM with an amount of $1000, with fund X. When grant 1 is actually awarded, the system creates a budget entry document in FM for fund X and with value $1000 .

      • If FM is the source, you enter a budget in FM for a given fund relating to a grant that does not exist. When the award is received, you enter this in GM. The system creates a budget transfer in FM, moving the budget you created from the non-existent grant to the grant now received.

        You enter a budget of $1000 in FM for fund Y and grant BLANK. When grant 2 is awarded, the system creates a budget transfer document in FM. This moves the $1000 from grant BLANK to grant 2, but the money remains in fund Y.

    • To activate integration, check the Transfer to FM checkbox in the Budget section of the initial grant type screen.

    • You then need to specify which budget types are allowed for your FM areas. To do this, choose Funds Management Integration – Budget Types in the dialog structure and make the appropriate entries.

  9. Default Reporting Records

    Use this section to define what tasks, if any, you want to use as defaults in reporting for grants of a particular grant type.

  10. Grant Type Integration with Records Management

    To have Records Management (RM) automatically create certain records for grants with a particular grant type, you need to activate integration with RM for that grant type. To do this, enter the grant type in the list at this option and check the box activating integration.

    To add the requisite details, choose Records Management Integration in the dialog structure and make the following entries in the detail display:

    • In Process , select Grant or Sponsor.

    • The entries need to be arranged in sequence, so give each entry a sequence number, indicating its position in the sequence.

    • Assign an attribute level – for example, record, record element, or detail

    • The name of the element in question.

    • Determine the Records Management (RM) value. This identifies the parameter that will be used in RM integration. This value depends on the attributes of the element to be used in the integration. For example, it can be an RFC destination, or a Business Object, or a Record Model, or a Records Management System ID. Values can be defined as constants or as values that depend on parameters such as the grant type or budget document type.

  11. Passthrough Grants

    If you intend to apply this grant type to grants forming part of passthrough funding, you need to make the following specifications:

    • Outgoing Grant

      Check this box if you intend to apply this grant type to outgoing grants in the passthrough funding scenario.

    • Transfer Restriction

      Check this box if grants with this grant type are to be subject to the restrictions used in the Object Mapper.

Result

You can now assign the new grant type(s) to new grants as you create them.