Module Interaction

The Grants Module (GM) is not a stand-alone application. It requires components within Contracts, Project Costing, General Ledger, Commitment Control and Billing/AR to fully function as a grants management tool.

Cost Collection / PC Integration Processes

After transactions have been processed and journal generated to the Actuals Ledger in the GL from the other modules or from 3rd party interfaces like Yerkes, Telecom, etc. a process is run to bring the transactions associated with Grant Projects into the Project Transactions Table. This table is called the Project Resource table (Proj_Resource). The gathering of transactions is known as Collect Costs. There is a specific collect cost run control for each module where expenditures are processed.

The Collect Costs process will review all transactions in source modules based on the definition of the collect costs run control. This collect process can be defined to run at a Business Unit level or a lower level such as Project ID or Activity ID. Collect Costs reviews all transactions in the Compass modules based on the run control definition.

Previously collected transactions were flagged during the original collect costs process and will not be collected a second time. Transactions that have not been collected are marked for collection and integrated to the Project Costing module in the Project Resource Table. After Collect Costs runs, users should verify that the transactions are reflected correctly in PROJ_RESOURCE.

These collected transactions are managed in the Project Resource Table for revenue recognition, F&A calculation, billing tasks and various reporting processes

All of the collect costs processes will be done in batch unless there is a need for ad hoc collection to facilitate closeout, invoicing, or reporting.

  • Collect Costs will be collected on Accounting Date versus Transaction Date.
  • Cost Share F&A lines and Third Party Cost Share will not be integrated into the GL.
  • Budgets will be created for Sponsor F&A expense (SFA) and F&A expense transactions will pass through the Commitment Control process, however, Emory will not control spending on F&A expenses at the budget level (all F&A expenses will be allowed to pass)
  • Sponsor F&A (SFA) amounts will be visible on reports

GL to PC Integration Process

Journal entries are entered into the General Ledger (GL). The Project Costing (PC) module has a built-in integration process with the General Ledger via an application engine. The General Ledger to Projects Integration process sends all journal entries with a project in the Project ChartField, Activity ID, and appropriate Analysis Type to the PC Module. In order for Cost Collect to be successful the Budget Check must be valid and the journal must be posted.

PO to PC Integration Process

Requisitions and purchase orders are entered into Emory Express and the requisitions and PO's are pulled into the Purchasing Module. When a purchase order is entered with a sponsored project in the Project ChartField, the entry is marked for integration to the Projects/Grants Modules. The Projects module has a built-in integration process with Purchasing via an application engine. The Purchasing Integration process sends all purchasing entries with a project in the Project ChartField, Activity ID and appropriate Analysis Type to the Projects Module.

AP to PC Integration Process

After a purchase order is created in Purchasing, it is sent to Payables. A voucher is entered in the Payables System and matched against the purchase order. If the data is properly matched, the voucher is approved and posted to the voucher accounting line table. Vouchers can also be entered directly into the Payables module. The Projects module has a built-in integration process with Payables via an application engine. The Payables to Projects Integration process sends all voucher entries with a project in the Project ChartField, Activity ID, and appropriate Analysis Type to the Projects Module.

Award Generate Process

The Award Generation Process populates the Award, Contract, Commitment Control, and Project Costing pages. Information from the proposal pages are copied to the award pages via the Award Generation process. It's thru this process that Compass writes the required award info to the Contracts module. This creates a contract, adds a contract line, associates projects and activities, and creates billing and revenue recognition plans which OGCA activates. This contract represents the funded award and is required for processing advance payment, billing, and revenue transactions.