Funding Source Management System Administrator Checklist and Looker Guidance

What does the Funding Source Management update do?

This update streamlines the current Funding Source functionality connected with subgrants and services with the Funding Sources assigned to programs. With this update, all Funding Sources currently configured in the Funding tab within your agencies will remain as Funding Source records, and Funding Sources assigned to existing programs will be automatically mapped as Funding Source records within the Funding tab; they will also remain assigned within the existing program setup.

When will the Funding Source Management update occur?

• Monday, November 30, 2020: released to training instances
• Monday, December 14, 2020: released to live instances

What do System Administrators need to do?

System administrators are not required to do anything as a part of this update. We do, however, recommend you take a few steps as a best practice:

• Review the support documentation before Monday, December 14:
  • Funding Source Training Video
  • Introduction to Funding Sources
  • Direct Expenses and Sub-Granted Funds
  • Program Setup: Eligibility
  • Funding Source Data Mapping
• Review Funding Source records: After Funding Source records are mapped, we recommend that system administrators review the Funding Sources listed in the Funding tab for each agency. If a Funding Source should be available as a Funding Option within Service Items, Direct Expenses should be enabled in the Funding Source record. Note: any mapped Funding Source records with a Fund Amount and/or associated with a Service Item will be mapped with Direct Expenses enabled. For additional information about Funding Source mapping, see Funding Source Data Mapping.
• Visually confirm the changes we are describing (see the Data Analysis Guidance section below): We recommend that you generate comparison reports in Looker pre-release (see instructions below) to confirm and fully understand the transition before and after the update is released.
  
  

Program Setup Screen Updates

With the Funding Source management update, we’ve removed the following Program Setup fields from Program Setup screens:

• Grant Identifier
• Specify Local or Other Funding Source
• Funding Source Amount

You will now collect this information within Funding Source records. 

The Funding Source field that we’ve included in Program Setup screens is the field runtime_funding_source, a Runtime Select field. Runtime Select fields generate a list of options based on records maintained elsewhere in the system. In this case, the list of options is the Funding Source records created and maintained from the Funding tab. 

The Funding Source field previously included in Program Setup screens -  funding_source - is now located in the Funding Source screen. 

Data Analysis Guidance

Current Funding Sources (Grants and Subgrants) within Manage > Funding

To view all current Funding Source records in your instance within the Manage > Funding section, please run the following query by November 29, 2020, in training instances, and by December 13, 2020, in live instances, in order to visually confirm the Funding Source Management update within this section: 

Using the Clarity Data Analysis tool (Looker):

• Model:  Project Descriptor Model
• Dimensions to include:
  • Agencies, Agency Name
  • Funding, ID
  • Funding, Fund Name
  • Funding, Fund Amount
  • Funding, Fund Active 

Filters

• Funding ID is not null
• Optional: Agency Name (or ID)

Existing Programs with Assigned Funding Sources

To view all current Funding Source records assigned to programs in your instance, please run the following query by November 29, 2020, in training instances, and by December 13, 2020, in live instances, in order to visually confirm the Funding Source Management update within this section: 

Using the Clarity Data Analysis tool (Looker):

• Model:  Project Descriptor Model
• Dimensions to include:
  • Agencies, Agency Name
  • Programs, Name
  • Programs, Program Active
  • Program Funding Sources, Funding Source
  • Program Funding Sources, Funding Source Code
  • Program Funding Sources, Non-Federal Funding Source
  • Program Funding Sources, Non-Federal Funding Source Code
  • Program Funding Sources, Grant Identifier
  • Program Funding Sources, Grant Start Date Date
  • Program Funding Sources, Grant End Date Date
  • Program Funding Sources, Amount

Filters

• Programs, Program ID is not null
• Optional: Agency Name (or ID)