Grants Management Master Data Relationship

Master Data Relationship

In Grants Management, the end-user only needs to enter the General Ledger (GL) account and the cost object to reduce data entry and classification errors.

When the GL account is entered, it is posted to the Sponsored Class in the GM ledger. The system derives Sponsored Class from the GL account entered.
When the Internal Order or WBS is entered it derives the Sponsored Program in the GM ledger. It also derives the Business Area, Fund Center, Fund, Functional Area, and most importantly, the Grant.

A Sponsor can give a recipient numerous awards in the form of grants or contracts. SIMBA's Grants Management ledger will reflect the award regardless of the type.

An award may be broken down into numerous sections for internal management reasons, billing, or sponsor reporting. In SIMBA, the sponsored program reflects each separately budgeted "bucket" of funds.
Each sponsored program may be restricted by the type of allowable revenue or expense; these are sponsored classes such as Salaries, Travel, Equipment, Indirect Costs, etc.

The figure below displays the relationship among grants, sponsored programs, and sponsored classes. The Grant is the highest level of the sponsored award. The Grant may house one or many Sponsored Programs, including Cost Share. Most of the Master Data points are housed on the Grant via tabs.

In this example, Penn State has received three grants from the sponsor: Grant 1, Grant 2, Grant 3

Relationship among Sponsors, grants, sponsored programs,, sponsored classes. Grant is the highest level.

Figure 2: Relationship among Sponsors, grants, sponsored programs, and sponsored classes.

Grant 1 has two Sponsored Programs
Grant 2 has three Sponsored Programs
Grant 3 has one Sponsored Program

Grants are related to a single home cost center (business area administering the Grant), but under a single Grant there can be multiple sponsored programs, each related to a different responsible cost center, reflected on the Internal Order for the Sponsored Program.

Separate Sponsored Programs can be established to administer the portion of the grant being managed by separate co-PIs. By associating the Internal Order to a responsible cost center in their business area, the PI, co-PIs, and their authorized staff can manage that portion of the grant directly. The PI will see the entire grant, while the co-PI(s) will see their designated Sponsored Program(s).

The data relationships provide flexible and accurate reporting on the status of a grant, especially in being able to see the big picture of all grant funding and related commitments such as cost sharing and subawards.

Resources

SIMBA: GM Reporting Matrix Links to an external site. (PSU resource) refers to Grants Management Functions, Grant Master Data section starting on line 6.

Master Data Tabs

Within the Grants Management Module, master data related to the grant is available through various Master Data tabs. Master Data tabs are accessed from the GM Master Data Display and Reporting-MD group of tiles through tiles on the launchpad. Below is an example of Master Data tabs.

Example of Master Data tabs

Figure 3: Examples of Grant Master Data tabs

At the Grant level, Master Data Tabs are:

Additional Grant Master Data include data points such as:
- Agreement Number
- Agreement Number Type
- Initial OSP Number
- Special Agreement Types
- Document Destroy Date
Negotiation History
Reports
Terms and Conditions
Responsibilities
- Principal Investigator
- Labor Distribution Approver
- Research Accountant
- Research Office Budget Approver
- Financial Officer
- Cost Share responsibilities
Assignment of Credit

At the Sponsored Program level, the Master Data Tabs are:

Sub-Award Monitoring
Building and Room (where the research is being conducted)
Contacts
- Billing
- Reporting
- Technical
- Program Manager
- Grant Manager
Additional Data (comments and document uploads)

Master Data Resources

Research: Internal Approval Forms (IAF) Support Home Links to an external site. (PSU resource) - SIMS IAF is an electronic form used for information and approvals for sponsored research. The research office uses this form for adding additional master data to a grant.
GM Master Data Request Template SIMBA Templates and Tools page Links to an external site. (PSU resource) – The Research Office grant administrator uses this template to upload additional master data if the IFA form has already been submitted.
- NOTE: Templates should not be altered in any way from the current format. Please check the SIMBA website regularly to ensure you use the current version (the date last updated will be listed on the Instructions for Use tab).
GM Master Data Fields for Template Completion Links to an external site. (PSU resource) provides information to end-users interested in understanding the fields required when Research Accounting is completing, changing, or closing any SIMBA Grant Master Data, IO, or Sponsored Program.
SIMBA: Grant, Sponsored Program, and Internal Order Editing Permissions Links to an external site. (PSU resource) provides end-users with information on the grant tabs and who can edit the tabs.
SIMBA: Managing Responsibilities for Grants and Sponsored Programs Links to an external site. (PSU resource) provides an explanation of the Responsibilities Tab on the Grant and Sponsored Program in SIMBA.
SIMBA - Using One SP IO for NIH Award with Automatic Carryforward Links to an external site. (PSU resource) explains how to eliminate the use of new SP/IOs for each year of funding for NIH awards with automatic carryforward.
SIMBA: Grants and Contingent Workers Links to an external site. (PSU resource) explains issues and errors related to Grants and Contracts, where a person working on the grant, who needs to be assigned credit and is NOT currently part of the project.
SIMBA: ARL Split Awards Links to an external site. (PSU resource) is for ARL grants managers and provides guidance on how to do ARL Split Awards.

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