Operational Excellence in Effort ReportingConference Call: March 14, 2012

Vision Statement:Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.

Agenda

Topic

Project Update Donna Kiley, Anne Connolly

Campus Feedback: Phase 1 System Testing Anne Connolly

IFR/Cost Sharing Department Anne Connolly

Campus feedback Campus team

System Testing Timeline Anne Connolly

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Project Update

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Committed Effort Annual Operations Managers/Vice Presidents for Research

Meeting: Thursday, March 29 Paul Parker providing project update

Phase 1 System Testing objectives: Learning ecrt core functionality Validating first iteration of data Assuring core system is accurate Identifying campus effort coordinators and proxies

Feedback Review of issues sent by campus team Feedback from campus team

Campus Feedback: Phase 1 System Testing

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Issues Performance

Timeliness of work list loading in the effort coordinator role Payroll report loading slowly or not at all

Internet Explorer compatibility Training Data

Campus-specific Global

Campus Feedback: Phase 1 System Testing

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Issue Cause SolutionEffort coordinator work list takes too long to load if it loads at all

Primary effort coordinator was associated to every effort statement in the TEST environment. The large number of statements slowed down or prevented the work list from loading. This list refreshes each time a user accesses ecrt.

In some cases Huron had to add a right to the campus set up.

TEST environment was updated so that the Effort Tasks tab populates first.

A new right will also be added to restrict the number of statements that will appear on that tab.

Payroll Report A software upgrade to the TEST environment causes the Payroll Report to load slowly or not at all.

Payroll Report previously worked. Huron is working on the issue.

Effort Tasks tab not loading

This is an issue with the Attachment functionality. It does not create a processing task for the effort coordinator when it should.

Huron is fixing this issue.

Performance Issues

Campus Feedback: Phase 1 System Testing

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Issue Cause SolutionPop-up calendars not populating start and end dates

The version of Java used by ecrt causes compatibility issues with Internet Explorer.

Huron recommends using the Mozilla Firefox browser. Campus users should have this installed on their computers.

If Internet Explorer must be used it is best to run it in Compatibility View:

•Click the Compatibility View icon on the address bar located at the top of your browser window

•If this icon is not visible go to Tools > Compatibility View and check the box next to Display all websites in Compatibility View

Tasks not displaying on the Effort Tasks tab

Items not displaying correctly on the page until the tester rolled over the item with his or her mouse

Internet Explorer Compatibility

Campus Feedback: Phase 1 System Testing

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The following will be included in the training plan Definition of Base: Will be included in a glossary of terms Searching for a specific person’s effort statement without using the

Department Dashboard Primary effort coordinator role and tasks

Training

Issue Cause SolutionNo data message would appear after entering the first three letters of an individual’s last name (campus-specific issue)

A right was missing from the campus set up.

Huron added the missing right.

Global Issues

Cannot toggle from $ View to % View in the Cost Share Report

The cost sharing data is uploaded from Oracle to ecrt in dollar amounts so we cannot display percentages in the Cost Share Report.

Cost sharing percentages may be viewed on the effort statement.

Huron will update our set up to remove the option to toggle to percentages.

SPES Report percentages do not match Oracle

This results when pay periods cross periods of performance.

We need to continue our “Dates Matter” discussion to determine if we should update our effort reporting periods.

IFR/Cost sharing department This is the current department for SUNY monthly employees because it is required by Oracle for SUNY payroll processing

Discussion topic

RF payroll suspense items The TEST environment is set up to display these items even if the charges were removed from the suspense account

This will be excluded from the ecrt production environment if these charges net to zero.

Campus Feedback: Phase 1 System Testing

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Data

IFR/Cost Sharing Department

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SUNY-monthly employees are included in this department during the academic year when their salary charges are reimbursed to SUNY via the income fund reimbursable process Required Oracle set up for SUNY payroll processing

SUNY-monthly employees that are paid by the RF during the summer will show up in their regular department for that period

IFR/Cost Sharing Department

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Discussion topic: Use the existing flexfield from the Oracle assignment record Central office would populate this data initially Campuses would need to maintain this information going forward A SUNY employee’s actual department would display in ecrt and on

the effort statement Potential use in other business applications

System Testing Timeline

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Phase 1 March 5 – 19 Continue working on the test scripts Retry the Payroll Report test scripts Provide effort coordinator names and

e-mail addresses Phase 2

Anticipated to start March 22 Campus testers will receive new

testing package

March 2012

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Summary

Minutes from this meeting will be posted on the

Operational Excellence in Effort Reporting Web page

Direct questions to:Anne ConnollyProject Manageranne.connolly@rfsuny.org(518) 434-7240

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