Download - Sponsored Effort Nuts and Bolts at UD
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Sponsored Effort Sponsored Effort Nuts and Bolts at UDNuts and Bolts at UD
How to ensure accurate data for effort certification…make your life
easier!
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Meeting ObjectivesMeeting Objectives• Introduction to the web process• How do we employ the transactions to do
the work for us?– Proposal submission data awarded effort – ProjectID Chartfield– Journal Vouchers– LAM
• The live process
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AssumptionsAssumptions• You have attended the Effort certification
training session
• You are knowledgeable about your faculty workload policy
• You are, or you will work closely with, the effort administrator in your unit (GMQ_DEPT_EFFORT_ADMIN)
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Web ProcessWeb Process• Web-enabled process effective March 1, 2005
• All certification and adjustments will be handled electronically
• 2 effort periods– September – February– March – August
• Summer months in same effort period
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Web ProcessWeb Process• Effort administrators will receive
notification of release on or about 3/15/05 and then every 6 months thereafter
• Certifications should be routed promptly and must be completed in 60 days
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Let’s see it!Let’s see it!
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Administrative MaintenanceAdministrative Maintenance
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Administrator ViewAdministrator View
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Administrator View (dollar)Administrator View (dollar)
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Administrator View (percentage)Administrator View (percentage)
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Administrator View (dollar)Administrator View (dollar)
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Administrator View (process JV)Administrator View (process JV)
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Cost Transfers (JV’s)Cost Transfers (JV’s)• Must be appropriate/allowable
• Should be within 90 days
• Not needed if within 5% variance
• Recalculate upon ‘refresh’
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Effort JournalsEffort Journals• UD WebForms FINJournal Voucher
– restricts users from submitting a journal for a ‘closed’ effort period
– Forces the use of the effort certification process to manage these corrections
– ‘closed’ effort periods are restricted
• ‘Open’ effort period cost transfers can be handled on the UD WebForms FINJournal
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Effort JournalsEffort Journals• Journals processed for transactions Prior
to PS data (July 1, 2002) will be handled a bit differently– Pull down menu “Prior to PS”– Routes to OVPR for approval– Requires revised paper SAR
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Admin View (approval)Admin View (approval)
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ApprovalApproval• TWO (2) “review and certify” are
necessary to complete the process– Effort admin reviews and certifies accuracy
and forwards to employee– Employee reviews and certifies
• IF employee is no longer at UD, then effort admin can select “certify for former employee”
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Annual YTD view (dollars)Annual YTD view (dollars)
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Annual AYTD view (percentage)Annual AYTD view (percentage)
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Employee View (percent)Employee View (percent)
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Employee View (approval)Employee View (approval)
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Employee Annual YTD ViewEmployee Annual YTD View
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Maintaining Good DataMaintaining Good Data
Employing the transactions to do the work for you
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Where does the data live?Where does the data live?• Proposed effort is added to the proposal
budget at submission stage in the Grants System by department administrators
• Committed effort is added to the award budget screens in the Grants System by OVPR staff
• All the data from the pay transactions and any Journal is captured in the UOD_Trans_DTL table
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Proposed EffortProposed EffortEffort is
proposedSalary is charged
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Proposal stageProposal stage• Data is added to the detail budget screens in UD
Grants System for all UD employee whether PI, Co-PI or senior personnel, listed as resources on your grant proposal
• Data should include effort percent and whether it is a summer month(s)
• Data inputted at the proposal budget can be queried in GMQ_EFFORT_BY_PI_PROPOSED
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Resource pageResource page
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Budget Line SummaryBudget Line Summary
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Budget Line DetailBudget Line Detail
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Awarded EffortAwarded Effort
Effort is proposed
Salary is charged
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Award StageAward Stage• Once awarded, OVPR confirms the
proposed effort has not changed and enters the effort percent on the appropriate Grants System panel
• Data can be queried in GMQ_EFFORT_BY_PI_CURRENT
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TransactionsTransactions
Salary is charged
Effort is Certified
Effort is proposed
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Project Chart FieldProject Chart Field• Speedtypes include inherited chart fields
• ProjectID is auto-included with grants and contracts
• Include ProjectID on non C & G speedtype transactions to relate the transaction to the award (grant or contract)
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Labor Allocation Module (LAM)Labor Allocation Module (LAM)
• Use the LAM to discern workload
• Use the LAM to delineate the research workload portion into grant related effort and match
• LAM is per pay
• LAM Percentages remain in effect until changed
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Effort PercentagesEffort Percentages
How much to commit for whom and when???
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Effort PercentagesEffort Percentages
• Effort entries in your project budget on the personnel-salary and benefits detail page are used for faculty work loads
• The minimum amount of effort allocated to a project allowed is 1% for each of the key personnel listed on the proposal (or the minimum required by the program if greater than 1%)
• The vast majority of project budgets are for one (1) year. Regardless of what type of appointment (9 month, 10 month, or 11 month) held by a faculty member, the base for calculation of effort is one year (12 months).
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Effort PercentagesEffort Percentages
• On the most basic level, efforts are calculated as follows for a typical 9 month faculty member with 3 months of summer research:– 1 month = 1/12 = 8% effort– 2 months = 2/12 = 17% effort– 3 months = 3/12 = 25% effort
• For portions of a month, use the decimal equivalent of the fraction (or the percent ) of the month and divide by 12 – ½ month = 50% of month = .5, so 0.5/12 = 4% effort– ¼ month = 25 % of month = .25, so 0.25/12 = 2% effort– 1/3 month = 33% of month = .33, so 0.33/12 = 3% effort
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Effort CalculationsEffort Calculations
Or…50 ways to calculate one month
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Workload ExampleWorkload Example• Dr. Dots has a workload that combines teaching
and research
• Dr. Dots has a 9 month academic year faculty appointment
• Dr.Dots teaches 3 courses in the first semester and 2 in the second semester
• Each course is 3 credits
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CBA 11.9CBA 11.912 credit contact hours or 18 teaching contact hours per week per semester constitutes a 100% workload for the semester for the academic year. Assignment of a workload of other credit-contact hours per week or teaching contact hours per week per semester will be prorated as a percentage of workload for the semester, e.g. 9 credit-contact hours per week per semester constitutes a 75% workload for the semester for the academic year; 6 credit-contact hours per week per semester constitutes a 50% workload for the semester for the academic year; 3 credit-contact hours per week per semester constitutes a 25% workload for the semester for the academic year.
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Faculty WorkloadFaculty Workloadmonthly distributionmonthly distribution
Month Teaching Research Summer MonthSeptember .75 .25October .75 .25November .75 .25December .75 .25January 1.00February .5 .5March .5 .5April .5 .5May .5 .5June 1.0 XJuly 1.0 XAugust 1.0 X
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How much is a month?How much is a month?Number of Months in
Appointment% if +3 summer months
% if +2 summer months
% if +1 summer months
9 8% 9% 10%
10 N/A 8% 9%
11 N/A N/A 8%
12 8% for any month
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Workload CalculationWorkload CalculationMonth Teaching Research % Teaching % Research
September .75 .25 6% 2.3%October .75 .25 6% 2.3%November .75 .25 6% 2.3%December .75 .25 6% 2.3%January 1.00 8.4%February .5 .5 4% 4.3%March .5 .5 4% 4.4%April .5 .5 4% 4.3%May .5 .5 4% 4.4%June 1.0 8.3%July 1.0 8.4%August 1.0 8.3%Totals 5 7 40% 60%
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Dr. Dots ExampleDr. Dots Example• Dr. Dots has agreed to
spend – 60% of his time (effort)
performing research related activities,
– 30% of his time providing instruction through teaching or advisement of students and
– 10% of his time providing service to the public or the institution.
• The total workload needs to total 100%.
Workload Category
Percentage
Research (regardless of
funding)
60%
Instruction and internal service
30%
Public Service 10%
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Dr. Dots ExampleDr. Dots Example
• So this is good news. We only have 14% committed for Dr. Dots. We still have 46% left to commit or leave uncommitted.
Proposal/Grant Title
Amount Budgeted
Research Effort
Committed
Related Months
A—Happy Widgets
$4,000 8% 1 (S – contract)
B—Sad Widgets $0 2% .25
C—Mad Widgets $2,000 4% .5
Total committed $6,000 14% 1.75
Total uncommitted
46%
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Dr. Dots LAM ExampleDr. Dots LAM ExampleSpeedtype Project Program % for LAM
Distribution1 ABCD110000 INST1 40%
2 ABCDDRES INST2 54%
3 ABCD11MTCH B—Sad Widgets RSCH6 2%
4 C—Mad Widgets
C—Mad Widgets RSCH6 4%
Total 100%
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LAM example (left)LAM example (left)
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LAM example (right)LAM example (right)
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LAM (left-more typical)LAM (left-more typical)
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LAM (right-more typical)LAM (right-more typical)
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How do I verify the accuracy of How do I verify the accuracy of my data?my data?
• GMQ_EFFORT_BY_PI_CURRENT
• GMQ_EFFORT_BY_PI_PROPOSED
• C & P (other support report) accessible off of the UD Processes menu
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GMQ_EFFORT_BY_PI_XXXGMQ_EFFORT_BY_PI_XXX
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Did you say C&P???Did you say C&P???YES!!!
• Current and Pending is available in 2 formats
– NIH– NSF
• Navigate in FIPRD– UD Process> UD Grants Reports
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PS Current & Pending OptionPS Current & Pending Option• Selection of included projects
• At resource detail panel
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Tips and HintsTips and Hints
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Tips & HintsTips & Hints• Always LOGOUT before ending your
session– This allows a refresh at next log on which will
enable any changes to be viewable• Be VERY careful where you send screens
– This is salary data and in the wrong hands could be embarrassing
– OVPR can redirect to the correct user – Once the WRONG recipient has received it,
that person will ALWAYS be able to view it even if redirected
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Tips & HintsTips & Hints• Must refresh after a journal is processed to
see the recalculated amounts
• Use standard udel.edu email addresses, not secondary email servers (ee.udel.edu)
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SummarySummary• New process starts March 1, 2005
• Use tools available to maintain accurate data– Use Project Chart Field to delineate cost share and
direct sponsor charges
• Reduce cost transfers and other corrections through attentive discussions with faculty about effort
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Questions?Questions?Contact/Info:
www.ovpr.udel.edu831-2136
Effort is proposed
Salary is charged
Effort is Certified