Grants and Projects Checklist & Process Steps Guide
Purpose: Use this document as a reference to assist in the standard or end-to-end processes in chronological order for a specific Finance Module.
Audience: Finance/Grant Fiscal Staff
The following spreadsheet below provides the standard key processes of Grants, such as: Cost Reimbursable and Fixed Price Grants, Capital Projects, Queries and Roles.
Or for better accessibility, use the following drop-down checklist style for the Grants and Projects Checklist & Process Steps Guide:
To view inserted information, select the down facing arrow on the right of the checklist title.
Set up basic information for the grant - name, description, activities, sponsor, grant PI, dates, location, etc.
Related QRG(s)
- Reimbursable Grant End-to-End Process
- See section Create the Proposal
Set up initial budget for the grant.
Related QRG(s)
- Reimbursable Grant End-to-End Process
- See section Enter the Proposed Budget
Related QRG(s)
- Reimbursable Grant End-to-End Process
- See section Submit the Proposal
Related QRG(s)
- Reimbursable Grant End-to-End Process
- See section Generate the Award
Identify the grant terms, such as cost-reimbursable.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Grant Terms
Identify the project type for each project associated with the grant.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Project Type
Finalize the budget for the grant. Add complete chart string information.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Finalizing the Budget
Set up and activate the customer contract associated with the grant. Customer contracts manage billing parameters for the grant.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Activating a Cost Reimbursable Contract
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Activate Award
Colleges spends money as needed for the project.
Spending occurs in other modules such as Accounts Payable and may require Purchase Orders. Collaborate with other college staff as needed.
College monitors expenses and budget. This can be done in the commitment control (KK) module or via various queries and reports, such as QFS_PC_PROJ_RESOURCE or BFS_KK_GRANT.
Run queries to gather billable data.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Run the Billing Query and Review Billable Lines
Run the Over the Limit (OLT) query. OLT rows are transactions that exceed the maximum value of the customer contract and are not billable.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Run the Over the Limit Query and Review OLT rows
If there are OLT transactions, amend the customer contract and release the OLT rows as necessary so the rows will get picked up as billable data.
Related QRG(s)
Run the Contracts to Billing Interface process. This prepares the billing data to move from the customer contracts module to the billing module.
Related QRG(s)
- Reimbursable Grant End-to-End Process
- See section Run the Contracts to Billing Interface
Executed the Billing Interface process. This moves the billing data from the customer contracts module into the billing module.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Execute Billing Interface Process
Review the billing worksheet to ensure all desired billing data is captured and is accurate.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Review Billing Worksheet
In the billing module, generate the invoice via the Single Action invoice process.
Related QRG(s)
- Reimbursable Grant End-to-End
- See section Generate Invoice
If necessary, college modifies grant budget. Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.
Related QRG(s)
After the grant has been completed and all accounting transactions have processed, close the project(s).
Related QRG(s)
If the project was closed before all accounting transactions were completed, the project may be reopened.
END
To view inserted information, select the down facing arrow on the right of the checklist title.
The following are major process steps and include the most common QRGs. For assistance with additional situations, view all project QRGs or submit a service desk ticket for assistance.
Related QRG(s)
Set up basic information for the grant - name, description, activities, sponsor, grant PI, dates, location, etc.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Create a Proposal
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Enter the Proposed Budget
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Submit a Proposal
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Generate an Award
Identify the grant terms, such as cost-reimbursable.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Grant Terms
Identify the project type for each project associated with the grant.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Project Type
Finalize the budget for the grant. Add complete chart string information.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Finalizing the Budget
Set up and activate the customer contract associated with the grant. Customer contracts manage billing parameters for the grant.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Activating a Fixed Price Contract
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Activate Award
Colleges spends money as needed for the project.
Spending occurs in other modules such as Accounts Payable and may require Purchase Orders. Collaborate with other college staff as needed.
College monitors expenses and budget. This can be done in the commitment control (KK) module or via various queries and reports, such as QFS_PC_PROJ_RESOURCE or BFS_KK_GRANT.
Run the Contracts to Billing Interface process. This prepares the billing data to move from the customer contracts module to the billing module.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Run the Contracts to Billing Interface
Executed the Billing Interface process. This moves the billing data from the customer contracts module into the billing module.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Execute Billing Interface Process
Review the billing worksheet to ensure all desired billing data is captured and is accurate.
Related QRG(s)
- Fixed Grant End-to-End Process
- See section Review Billing Worksheet
In the billing module, generate the invoice via the Single Action invoice process.
Related QRG(s)
- Fixed Price Grant End-to-End Process
- See section Generate Invoice
If necessary, college modifies grant budget. Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.
Related QRG(s)
After the grant has been completed and all accounting transactions have processed, close the project(s).
Related QRG(s)
NOTE: If the project was closed before all accounting transactions were completed, the project may be reopened.
END
To view inserted information, select the down facing arrow on the right of the checklist title.
The following are major process steps and include the most common QRGs. For assistance with additional situations, view all project QRGs or submit a service desk ticket for assistance.
Set up basic information for the project - name, description, activities, project type, dates, location, etc.
Related QRG(s)
- Create and Manage a Capital Project
- See section Create a Capital Project
NOTE: Be sure to enter your SBCTC-assigned capital project number in User Field 5.
Related QRG(s)
- Create and Manage a Capital Project
- See section Manage a Capital Project Budget
Colleges spends money as needed for the project.
NOTE: Spending occurs in other modules such as Accounts Payable and may require Purchase Orders. Collaborate with other college staff as needed.
College monitors expenses and budget. This can be done in the commitment control (KK) module or via various queries and reports, such as BFS_GL_BEROP.
If necessary, college modifies project budget. Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.
Related QRG(s)
After the project has been completed and all accounting transactions have processed, close the project.
Related QRG(s)
NOTE: If the project was closed before all accounting transactions were completed, the project may be reopened using this same QRG.
END
| Query/Report Name | Description |
|---|---|
| BFS_KK_GRANTS | BI Publisher report for grants that shows budget, expenses, encumbrances and balances in several formats of varying details. |
| BFS_GL_BEROP | Report for grants, projects, or operational departments that shows budget, expenses, encumbrances, and balances in several formats of varying details. |
| QFS_PC_PROJ_RESOURCE | Shows all grant or project data from the Project Resource table. May be most helpful when filtering/sorting on analysis type and putting data into a pivot table. |
| QFS_PC_PROJ_RESOURCE_ PAYMENT | Same data as QFS_PC_PROJ_RESOURCE and also includes details on payments made to others (check/ACH, payment date, payment number, etc.) that were charged to the grant or project. |
| CTC_PR_BILLABLE | Shows billable data for cost-reimbursable grants. |
| CTC_PR_BILLABLE_SUMMARY | Summary level billable data for cost-reimbursable grants. May be helpful if you need to attach a list of itemized expenses to an invoice you send to a grantor. |
| CTC_PR_BILLED | Shows billed data from a given grant. |
| QFS_CO_HR_ ACCTG_LINE_EE_DIST | Shows payroll by employee by grant. Need higher level security to view this. |
| QFS_GM_AWARDED_GRANTS | Shows information for awarded grants - dates, sponsors, F&A rates, etc. |
END
Please refer to the tab Roles in the FIN Grants and Projects Checklist and Process Steps Guide
END
You are done. Great job!
