Discussion of Funding Pattern Functionality In Grants Module and Existing Enhancement Requests (Doc ID 1317696.1)

Last updated on JUNE 03, 2024

Applies to:

Goal

Under Grants Accounting Responsibility

1.  Navigate Projects  Create a Sponsored Project - for our example project number  800084 and create tasks.

2   Navigate Awards  Create Three Awards
    Award 1
    Award 2
    Award 3

3.  In the award window installments are Created on Each Award, Checked as Active

4.  In the award window installment create Project Funding using Project 800084

5.  Navigate Budgets--> Awards
    Create Three Budgets for the combinations
    Award 1/project 800084 – Budget $100
    Award 2/project 800084 - Budget $50
    Award 3/project 800084 - Budget $50,000

6.  Submit and Baseline all three award/project budgets 

7.  Navigate Setup-->Funding Pattern Create three separate sequences all distribution values of 100%


Enter a purchase order:
Under Purchasing Responsibility
Navigate Purchase Orders-->Purchase Orders

Buying 20 hard drives at $50 a piece – total $1,000
On the Distributions Window
Enter the

• Project
• Task
• Organization
• Expenditure Type
• Expenditure Date

The Default AutoAllocate Award is automatically is defaulted in Award Field



Knowing that Profile Option
GMS: Check Funds for Award Distribution is Set to No.

Select from the Menu Tools-Award Distribution


The First Award 41051 is defaulted into the distribution:


Since the entire PO is for $1000 – when the purchase order is reserved/approved it will fail fundschecking
as the budget was only $100.

Via Responsibility System Administrator Change the System Profile Options
GMS: Check Funds for Award Distribution from No to YES.




If the GMS: Check Funds for Award Distribution profile option is enabled, then
distributions can be funds checked against applicable award budgets. Funds checking
cycles through all available active funding patterns for a grants-related transaction and
the process finds where the transaction fits, within the available balance, for an award
budget in the distribution.
• When a transaction is entered, the award distributions program performs the following:
• enables a funds check against the funding pattern sequence to find a funding
pattern with enough available balance
• selects the first valid funding pattern that passes funds check
• enables a funds check against the award budget balances to determine if a
transaction is likely to pass
• creates the award distributions
• If the first funding pattern fails the funds check, the program cycles to the next available pattern.
• If the transaction cannot fit in any funding pattern, then no distributions are generated.


On Purchase Order we created delete the first distribution

Input a new distribution and the AutoAllocate Award Defaults into the Award Number Fields.

Tools –Award Distribution

The system checks and finds that the first two awards don’t have sufficient funds, so it charges the last award – now the purchase order will pass fundschecking. The system will check until it finds an award that has sufficient funds and then charge the entire amount to that award – it cannot split the transactions.

In our example, that award is 41053. The third award with the $50,000 budget.



The customer wants to have the system instead of looking for the award with the funds that are available for the entire amount, SPLIT the transaction to completely the exhaust the award amounts.

In our example, they would want the system to do the following:
Split the $1000 transaction with
$100 to Award 41051
$50 to Award 41052
$850 to Award 41053

Please note similar to the hard limit functionality for revenue and invoices in Grants Accounting. The customer has to manually split a transaction if transaction is for more than the remaining amount available

The Profile Option: GMS: Check Funds for Award Distribution (where the system will pick the first award with sufficient available funds) only works on the Purchase Orders, Requisitions, Payables Invoice, and Pre-Approved Encumbrance Batches Form.

Limitations:
We know from:
<Bug :10146161>: FUNDING PATTERN FUNCTIONALITY IN GRANTS MODULE DOES NOT WORK FOR PO WITH MULITPL

Check Funds during the ToolsAward_Distribution ONLY works within a single PO line within the distribution. It’s is not available at the PO line level. (e.g, the Tools—Award Distribution) is not available at the PO Header level.

<Bug :2642147>- AWARD DISTRIBUTION FUNDSCHECK ON PRE-APPROVED BATCHES. This is the same as
Bug 11858311 - GRANTS ACCOUNTING: FUNDING PATTERN FUNCTIONALITY IN GRANTS MODULE NOT WORKING

In Requisitions, Purchase Orders, Payables Invoices and Manually entered
Encumbrances, when a user navigates to Tools/Award Distributions on the
applicable Form (and GMS: Check funds for Award Distributions is to "Yes"),
Fundschecking is invoked during the distribution process.
This creates two benefits:
(1) The user can know whether or not the transaction is going to pass
fundschecking.
(2) If the Funding pattern is setup to allow users to exhaust funds on one
award 100%, then on the next award 100%, etc.. then the 1st award to which
a 100% distribution is being made will first have its
available funds exhausted, then the second award will be charged and
so on.

This Functionality does not exist on the Pre-Approved Batch Entry
Form or Transaction Import
When the use selects Tools/Award Distributions - the program
allots the entire amount to the 100% distributed award number - not taking
into effect the available funds.

This was again confirmed by
Bug 9032984: AWARD DISTRIBUTION IS NOT CHOOSING A VALID FUNDING PATTERN

Why customers need this functionality:

The general business given is:
-Customer does not know their expected revenue (e.g, property taxes)
-Customer does not know their expected costs

They cannot budget and use say a 70/20/10 pattern against the Awards for
a particular project based on prior year results and lack the staffing to monitor the awards.

Solution

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