Material Weakness over Schedule of Expenditures of Federal Awards (SEFA) Reporting
Repeat Finding: Yes
Auditee’s Corrective Action Plan:
The City has purchased Workday, an Enterprise Resource Planning (ERP) system, and implemented
the software with the assistance of Accenture consultants. Although W...
Material Weakness over Schedule of Expenditures of Federal Awards (SEFA) Reporting
Repeat Finding: Yes
Auditee’s Corrective Action Plan:
The City has purchased Workday, an Enterprise Resource Planning (ERP) system, and implemented
the software with the assistance of Accenture consultants. Although Workday is “live” as of August
2022, the City is currently working to refine the software and fully utilize functionality. The Workday
grants modules requires the grant funding source be defined prior to grant approval and fields are
available for the AL titles and numbers and sub-recipients’ information. The implementation of the
Workday grants modules centralizes much of the grant management function by requiring the
agencies to upload the grant documents into Workday.
The City has:
• Held weekly meetings for two years with agency grant representatives to design and
configure the Workday grant module.
• Uploaded the grant award, sponsor information and grant budget data into a Workday.
• Implemented a “new grant” request which uses a Workday business process.
• In the process of reviewing and correcting recoverable costs per grant award so it is properly
recorded.
• Within Workday we are able to track grant performance period, CFDA, manage and capture
grant related expenditures and calculate automated billing to sponsors on recoverable costs
Business processes have been developed and implemented in Workday’s grant management module
to include: Definition of the grant funding source by creating a system-generated grant work tag
(identifier) upon receipt of the Sponsor’s Notice of Award; populated fields in Workday with passthrough
award data with Prime Sponsor and Bill to sponsor Billing data, and modification of the
create award process to add the Grants Management Office to final approval.
In FY 24 the City implemented a citywide Grants Management Committee coordinated by the
Mayor's Office of Performance and Innovation. Through feedback from this workgroup we identified
an expanded scope of responsibility for the Grants Management Office; including oversight and
compliance, technology, training and budget monitoring. In the short term a new Grants Director
position was created and onboarding is to occur in the first quarter of FY25.
Contact Person:
Michael Moiseyev, Chief Financial Officer, Baltimore City.
Completion Date:
June 2024