Grant Management with Infor Sun Accounting System

Course Title: Grant Management with Infor Sun Accounting System

Executive Summary

This two-week intensive course equips participants with comprehensive skills in grant management utilizing the Infor Sun Accounting System. It covers the full grant lifecycle, from initial budgeting and planning through to financial reporting and compliance. Participants will learn how to effectively manage grant funds, ensure accurate financial tracking, and adhere to donor regulations using SunSystems functionalities. The program blends theoretical knowledge with practical exercises, including real-world scenarios and hands-on system training. Emphasis will be placed on maximizing efficiency, transparency, and accountability in grant-funded projects. By the end of the course, participants will be able to confidently navigate SunSystems for grant management, enhancing both their individual performance and their organization’s financial stewardship.

Introduction

Effective grant management is crucial for organizations relying on external funding to achieve their missions. This course is designed to provide participants with the knowledge and skills necessary to manage grants efficiently and transparently using the Infor Sun Accounting System. SunSystems, a robust financial management platform, offers powerful tools for budgeting, tracking, and reporting on grant funds. This program will cover the fundamentals of grant management, including understanding donor requirements, developing detailed budgets, and implementing effective internal controls. Participants will gain hands-on experience with SunSystems functionalities, such as setting up grant projects, recording transactions, generating reports, and reconciling accounts. By mastering these skills, participants will be able to ensure compliance with donor regulations, improve financial accountability, and maximize the impact of grant-funded programs. The course will also emphasize best practices in grant management, including risk assessment, fraud prevention, and audit preparedness.

Course Outcomes

• Understand the grant management lifecycle and its key components.
• Develop detailed grant budgets within the Infor Sun Accounting System.
• Accurately record and track grant-related financial transactions in SunSystems.
• Generate timely and accurate financial reports for donors and stakeholders.
• Implement effective internal controls to ensure grant compliance.
• Reconcile grant accounts and prepare for audits using SunSystems data.
• Maximize the efficiency and transparency of grant management processes.

Training Methodologies

• Interactive lectures and presentations.
• Hands-on system training using Infor Sun Accounting System.
• Case study analysis of real-world grant management scenarios.
• Group exercises and simulations to reinforce learning.
• Practical workshops on budgeting, reporting, and reconciliation.
• Q&A sessions with experienced grant management professionals.
• Individual assignments and assessments to evaluate understanding.

Benefits to Participants

• Enhanced skills in grant management using Infor Sun Accounting System.
• Improved ability to develop and manage grant budgets effectively.
• Increased confidence in recording and tracking grant-related transactions.
• Greater understanding of donor regulations and compliance requirements.
• Ability to generate accurate and timely financial reports for grants.
• Enhanced career prospects in the field of grant management.
• Certification recognizing proficiency in grant management with SunSystems.

Benefits to Sending Organization

• Improved efficiency and transparency in grant management processes.
• Enhanced compliance with donor regulations and reporting requirements.
• Reduced risk of financial mismanagement and audit findings.
• Increased accountability and credibility with donors and stakeholders.
• Better utilization of grant funds to achieve program objectives.
• Strengthened financial stewardship and organizational reputation.
• Empowered staff with the skills to effectively manage grant-funded projects.

Target Participants

• Grant Managers and Coordinators.
• Finance Officers and Accountants.
• Project Managers and Team Leaders.
• Program Directors and Administrators.
• Compliance Officers and Auditors.
• Budget Analysts and Financial Planners.
• Anyone involved in the financial management of grant-funded projects.

WEEK 1: Foundations of Grant Management and SunSystems Setup

Module 1: Introduction to Grant Management

1. Overview of the grant lifecycle: Planning, application, implementation, and closeout.
2. Understanding different types of grants and donor requirements.
3. Key principles of effective grant management: Accountability, transparency, and compliance.
4. The role of financial management in successful grant implementation.
5. Introduction to the Infor Sun Accounting System for grant management.
6. Navigating the SunSystems interface and key modules.
7. Setting up user accounts and access permissions in SunSystems.

Module 2: Grant Budgeting with SunSystems

1. Developing a comprehensive grant budget: Direct costs, indirect costs, and in-kind contributions.
2. Using SunSystems to create and manage grant budgets.
3. Allocating budget line items to specific grant projects.
4. Tracking budget vs. actual expenses in SunSystems.
5. Implementing budget controls and approvals within the system.
6. Managing budget revisions and amendments.
7. Generating budget reports for internal and external stakeholders.

Module 3: Setting Up Grant Projects in SunSystems

1. Creating grant project codes and descriptions in SunSystems.
2. Assigning budget codes to specific grant projects.
3. Linking grant projects to funding sources and donors.
4. Defining project start and end dates.
5. Setting up project-specific reporting parameters.
6. Configuring project-level security settings.
7. Managing multiple grant projects within SunSystems.

Module 4: Chart of Accounts and Grant Coding

1. Understanding the importance of a well-designed chart of accounts.
2. Setting up grant-specific accounts within the chart of accounts.
3. Developing a coding structure for grant-related transactions.
4. Ensuring consistency and accuracy in grant coding practices.
5. Using coding to track expenses by project, cost center, and funding source.
6. Integrating the chart of accounts with grant budgeting and reporting.
7. Maintaining the chart of accounts and updating it as needed.

Module 5: Internal Controls for Grant Management

1. Establishing strong internal controls to prevent fraud and mismanagement.
2. Implementing segregation of duties in grant-related processes.
3. Requiring proper documentation and approvals for all transactions.
4. Conducting regular reconciliations of grant accounts.
5. Monitoring compliance with donor regulations and internal policies.
6. Developing a robust audit trail for grant-related transactions.
7. Establishing a whistleblowing mechanism for reporting suspected wrongdoing.

WEEK 2: Grant Accounting, Reporting, and Compliance

Module 6: Recording Grant Transactions in SunSystems

1. Recording grant-related revenue and expenses in SunSystems.
2. Using journal entries to allocate funds to specific grant projects.
3. Tracking in-kind contributions and volunteer hours.
4. Managing accounts payable and accounts receivable for grants.
5. Reconciling bank statements and grant accounts.
6. Handling foreign currency transactions for international grants.
7. Troubleshooting common transaction errors in SunSystems.

Module 7: Grant Reporting with SunSystems

1. Generating financial reports for donors and stakeholders.
2. Customizing reports to meet specific donor requirements.
3. Using SunSystems reporting tools to analyze grant performance.
4. Creating budget vs. actual reports for grant projects.
5. Generating cash flow statements for grants.
6. Preparing reports on program outcomes and impact.
7. Submitting timely and accurate reports to donors.

Module 8: Compliance with Donor Regulations

1. Understanding common donor regulations and compliance requirements.
2. Ensuring compliance with OMB Circulars and other federal regulations.
3. Following donor-specific guidelines for allowable and unallowable costs.
4. Maintaining proper documentation to support grant expenditures.
5. Preparing for donor audits and site visits.
6. Addressing audit findings and implementing corrective actions.
7. Staying up-to-date on changes in donor regulations.

Module 9: Grant Audits and Monitoring

1. Preparing for grant audits by external auditors.
2. Conducting internal audits to assess compliance and identify areas for improvement.
3. Responding to audit findings and implementing corrective actions.
4. Monitoring grant performance and progress towards achieving objectives.
5. Using data to inform decision-making and improve grant outcomes.
6. Developing a continuous improvement plan for grant management processes.
7. Documenting all audit-related activities and findings.

Module 10: Advanced SunSystems Features for Grant Management

1. Using SunSystems fixed assets module to manage grant-funded equipment.
2. Implementing SunSystems inventory management for grant-related supplies.
3. Utilizing SunSystems workflow automation for grant approvals.
4. Integrating SunSystems with other software systems used for grant management.
5. Customizing SunSystems to meet the specific needs of your organization.
6. Exploring advanced reporting features in SunSystems.
7. Troubleshooting complex SunSystems issues related to grant management.

Action Plan for Implementation

1. Conduct a comprehensive assessment of current grant management processes.
2. Identify areas for improvement and develop a plan to address them.
3. Implement changes to processes and procedures based on course learnings.
4. Provide training to staff on the new processes and procedures.
5. Monitor the effectiveness of the changes and make adjustments as needed.
6. Establish key performance indicators (KPIs) to track grant management performance.
7. Regularly review and update grant management policies and procedures.