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Grants Accounting Process Solution Design Part 1

Purpose: Remediation WebEx Solution Design session for Grants Accounting Process

Audience: All College Staff

Grants Accounting Processes Meeting Information

Solution Identification (Design)

Topic: Grants Accounting Processes

Meeting Date/Time: Wednesday, April 18, 2017 2:30 - 4:00pm

Meeting Facilitator: Christyanna Dawson

Meeting Information: Grants Accounting Processes WebEx Recordings

Meeting Objective

Remediation Solution Identification  The goal of this meeting is to gain a mutual understanding of the viable options for remediating the identified.  For example, if there is a reporting gap, we would discuss any delivered pages or reports that provide the required information or if a query would need to be developed.

Key Finance Modules Involved

  • Grants
  • Billing
  • General Ledger (GL)

Meeting Topics

  1. Topic: Inclusion of GLE Analysis Type on Payroll Transactions
    1. From College Critical Issues
      1. “Need the GLE analysis type to be added to all payroll transactions before they are posted into the general ledger to allow for capture in grant billing.”
  2. Topic Findings
    1. The GLE analysis type needs to be automated, due to the large number of people employees paid through grants.
    2. A rule was also suggested this rule would stop the Journal from posting if GLE analysis type is not associated with a line that has a project.
    3. Currently Spokane is not posting payroll journals due to this issue, as it takes too many hours to complete this process manually.
    4. Tacoma is currently posting them manually; through December 2016 (one payroll is taking about 4hours).
    5. A short term and long term solution is needed; short term so that the colleges can close this year, and long term for next year.
    6. Grant Billing is not accurate as the payroll expenses are not being included in the invoices.
  3. Solution Identification
    1. July was the only Journal posted for Spokane; Budget Errors are not being fixed in the Journals
      1. Rounding (fund balancing)
      2. Looks like most about 16 Journals have errors
        1. These errors need to be researched to determine how the colleges can correct the errors
    2. Billing is effected by the GLE
      1. Billing is not able to be completed until GLE analysis type is identified for project costing
  4. Topic Demonstration/Discussion
    1. Demonstration of short term and long term solutions will be needed when identified.
  5. Solution Identification
    1. Training would possibly be needed for billing.
      1. Training could be a WebEx and also a QRG for the billing area only
    2. No training was identified for adding the GLE analysis type to the journal
  6. Topic: Estimated Revenues after Billing is Complete
    1. From College Critical Issues
      1. “Need a solution for eliminating estimated revenue once the invoice billing is complete.  Currently both revenue and receivables are overstated.”  
  7. Topic Findings
    1. Payroll has not been billed for this current fiscal year
    2. Spokane has only billed fixed price contracts from the module only
    3. Tacoma has billed reimbursable contracts within the module for one grant that doesn’t have payroll associated with it.
    4. Possibly coded a different way would help, was a suggestion that was made.
    5. Spokane stated that there appears to be duplicate revenue showing in the system (estimated/actual)
  8. Solution Identification
    1. Spokane had identified Revenue in a grant without billing this was in a reimbursable contract.
      1. Project needs to be identified so that research can take place to determine if the revenue has been correctly identified.
    2. It was suggested from Spokane to have at least one payroll posted with GLE to get an accurate picture (Nan believes that July has accurate GLE)
      1. Confirmation of the journal is needed to see if Project Costing is working as designed
  9. Topic Demonstration/Discussion
    1. There appears to be duplicate revenue showing in the system (estimated/actual)
      1. Offline discussion needs to include explanation of what the colleges are seeing in Project costing to determine if there is an issue within the module.
      2. Looking at Project Costing for the current fiscal year(with both colleges)
  10. Solution Identification (it was brought to the attention that both past and current fiscal years need to be included)
    1. Updated QRG needed for revenue/billing (step 1-end)
    2. Training on Revenue, this would be a WebEx
    3. Updated QRG on Proposal to Billing Process
    4. Project Costing Demonstration is needed, possibly Contract demonstration also (WebEx)
    5. Groups to include-Possibly the larger picture with AR
      1. The people that would be involved in this process need to be identified, this may include more than people working in the Grant module
  11. Topic: Project Costing to GL Reconciliation
    1. From College Critical Issues
      1. “Billable rows need to reconcile in the GL to what is being billed on the invoice.”
  12. Topic Findings
    1. Expenses in GL not matching to invoice, payroll and possibly travel.
    2. Verify that all of the analysis types are being picked up by Project Costing and fix those that are missing an analysis type.
  13. Solution Identification
    1. Billable rows need to have correct dates
      1. Project sample needs to be identified to correctly determine how and where the dates are being determined
  14. Topic Demonstration/Discussion
    1. Training on how to correct an expense in grants from the source (for both colleges)
    2. Demonstration/QRG’s are needed
  15. Solution Identification
    1. QRG on Transactions dates and Accounting dates
      1. QRG’s would be needed for other modules that feed into Project Costing when Transaction and Accounting dates are involved
    2. Understanding on what is included in the Billable Rows
      1. WebEx is needed also to demonstrate billable rows
      2. QRG is needed on what is included in a Billable Row
    3. QRG’s on how to correct from the source
      1. QRG would be needed from each module showing how to correct at the module so that it feeds into project costing correctly
      2. Need more clarification on timing issues (if periods are closed)
      3. QRG’s would need to include and clarify timing issues in each module
  16. Topic: Cost Sharing between Projects/Grants
    1. From Remediation Tickets
      1. Remediation tickets 20216, 20160, and 19863
  17. Topic Findings
    1. More information about Cost Sharing is needed for both colleges to accurately determine the true need of this function.
    2. The time spent on moving funds is a big issue for Spokane, cost sharing could potentially minimize the time it takes to currently do this process.
  18. Solution Identification
    1. Closing Process of Grants/Projects/Contracts-QRG/Training on this process for colleges to determine the best business process.
      1. WebEx needed to discuss and demonstrate this process
      2. QRG or larger document is needed for this process

Topics and Associated Remediation Tickets

Grants Accounting Processes

Ticket # Requirement ID Requirement Description Assoc. Topic
20216 GR89-Manage Grant Identify match monies associated with a grant and provide reporting capability on the budget/actual amount of match monies, wherever they are budgeted, based on user-defined business rules (e.g., personnel match for grant cannot exceed 100%). Cost Sharing
20160 GR88-Manage Grant Create grant billings based on user-defined specifications; accrue receivable "bill" matching funds. Cost Sharing
19863 GR62-Manage Grant Record, track and report in-kind or matching funds by value, source, line item, type of work (user-defined), etc. Cost Sharing
20212 GR135-Inquiry & Reporting Comparison of Actual to Budget (Revenues/Receipts and Expenditures) Project Costing to GL Reconciliation


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