Operational Excellence in Effort ReportingConference Call: November 14, 2012

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

AgendaTopic

Upcoming Activities

E-mail Testing Summary

User Acceptance Testing Phase 2 (UAT-2) Update and Timeline

Proxy Certifier or Restricted Effort Coordinator?

Training Update

Effort Certification

Committed Effort Reports

Pre-production Campus Meetings

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Upcoming Activities

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E-Mail Testing Summary Completed in ecrt DEV Very controlled (selected approximately 5 PIs from each

campus and a few bi-weekly staff) All core campuses included E-mail addresses for selected individuals changed to the

effort reporting e-mailbox provided by the campus Included:

ecrt-generated e-mails (certification start, certification reminder, place/remove a hold placed on an effort statement, proxy created/updated/deleted)

“On-demand” e-mails (sent to groups of people from the department dashboard or manage roles and rights page)

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UAT-2 Update

UAT-2 environment created and new ecrt build deployed NCCIT found a firewall issue preventing access to UAT-2 and

worked to resolve Tuesday 11/6 – Friday 11/9

Campus periods of performance and certification periods entered and verified

Department, sponsor, certifier, and project files loaded

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UAT-2 UpdateRemaining steps: Load payroll files

Data from January 1 – October 19, 2012 Note/resolve any errors Validate data

Load committed effort file Complete campus PEC, EC, REC and proxy assignments Change effort statement statuses for spring, summer and first-

half of 2012 from “Ready to be Certified” to “Certified” Configure ecrt for regular data updates from Oracle

production

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UAT-2 Timeline

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November 2012

Sun Mon Tues Wed Thurs Fri Sat

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30

December 2012

1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31

UAT-2 December 3 - 14

Estimated timeframe Campus approval to move to

production December 21

Weekly WebEx meetings: December 5 December 12 December 19

Proxy Certifier or Restricted Effort Coordinator?

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Proxy Certifier Restricted Effort Coordinator (REC)

Has first-hand knowledge of the effort of those he/she is certifying

Has first-hand knowledge of the effort of those he/she is certifying•May often be a supervisor within a department•May be used when there is a need to divide responsibilities within a department(s)

Use when a PI has few staff associated with a project

Use when a PI has many staff associated with a project

Assigned on a 1-to1 basis•Excludes staff associated with a PI’s project

Assigned through the department dashboard•Department staff are assigned to the REC

ecrt Work List will include the individuals for whom they must certify

Staff the REC will certify appear in the department dashboard instead of the Work List

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Training Update

Effort Certification Federal regulations require effort certification for anyone with salary charges that are

reimbursed or cost shared to a federal or federal flow-through award

Reimbursed EffortSponsor reimbursing salary charges (salary

charged directly to sponsored award)

Unreimbursed EffortSalary charges are cost shared and charged to

another source

Committed Effort and/or

• Sponsored award established in Oracle• Committed effort information is recorded

on this award• Companion cost share award is

established and linked to the sponsored award (if applicable)

• Labor distribution schedule needed to charge salary expenses to the sponsored award

• Companion cost share award established in Oracle

• Sponsored award is linked to this award (1-to-1 match)

• Labor distribution schedule needed to charge salary expenses to the companion cost share award

• Must be recorded in Oracle for PIs, co-PIs and all persons identified as senior/key personnel in the award document

• Recorded on the sponsored award

• May be entered as a percent or in person months

Budget Actuals

Whose effort is certified? Who certifies that effort?

Principal investigator (PI) PI, proxy certifier or a restricted effort coordinator

Co-PI Co-PI, proxy certifier or restricted effort coordinator

Key/Senior personnel PI, proxy certifier or restricted effort coordinator

Research staff PI, proxy certifier or a restricted effort coordinator

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Committed Effort Reports

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Discoverer Reports

Committed Effort Reports

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Oracle Reports Responsibility needed:

ORG Account Establishment Administrator ORG Account Establishment Specialist ORG Account Establishment Specialist with Budget approval

Report name: RF Committed Effort Monitoring Report RF Committed Effort Monitoring Report – Excel RF Missing Committed Effort Monitoring Report RF Missing Committed Effort Monitoring Report - Excel

Committed Effort Reports

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ecrt Reports Reports that need to be customized:

Certified Effort Less Than Effort Commitment Certifiers with commitments but no effort statements

Reports currently in ecrt for Primary Effort Coordinator and Effort Coordinator:

Commitment Listing Report

Pre-Production Campus Meetings

Goal: Review/verify campus configuration setup for the ecrt production environment.Review e-mail functionality and optionsReview ecrt reportsAre their faculty at your campus who should never receive an e-mail from ecrt?Other campus questions/comments/concerns as we move toward a production system?A checklist will follow to start the discussion

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Summary

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

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