operational excellence in effort reporting conference call: september 12, 2012 vision statement:...
TRANSCRIPT
Operational Excellence in Effort ReportingConference Call: September 12, 2012
Vision Statement:Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden.
AgendaTopic
Individuals with nonfederal activity
Nonexempt employees
User acceptance testing (UAT) objectives
UAT status
Understanding the environment
UAT timeline
E-mail testing during UAT
Training Update
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Individuals with Nonfederal Activity
Current effort statement set up:
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Award Type Location on Effort Statement
Requirement How Certified
Federal Sponsored section Required Effort statement created,PI certifies
Federal flow-through Sponsored section Required Effort statement created,PI certifies
Nonfederal Sponsored section Not required Effort statement created,PI certifies even if they only have nonfederal activity
Other institutional activities, voluntary uncommitted cost share awards
Nonsponsored section Not required Effort statement created,Automatically processed by ecrt if only nonsponsored activity
Individuals with Nonfederal Activity
Issue: Individuals with effort on nonfederal awards only will be prompted to certify an effort statement—these are not automatically processed by ecrt
Options to discuss:1. Change the effort reporting policy to require certification for all
sponsored activity2. Campus effort reporting administrators would change the status of
each effort statement to “No Certification Required” as part of the pre-review process
3. Change the data feed to flag nonfederal activityi. A “Non Federal” section would be added to all effort statementsii. Effort statements with only nonfederal and nonsponsored activity would
be automatically processed
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Individuals with Nonfederal Activity
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Campus Count
CNSE 228
University at Albany 484
Binghamton University 300
University at Buffalo 525
Stony Brook University 627
SUNY Downstate Medical Center 134
Upstate Medical University 238
SUNY ESF 145
SUNY New Paltz 28
Buffalo State College 267
All other campuses 550
Total 3,526
Number of Certifiers with 100% Nonfederal ActivitySpring 2012 data for academic semester campusesFirst half of 2012 for half-year campusesNonexempt employees were eliminated
Individuals with Nonfederal Activity
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Nonexempt Employees
Continue your current campus effort reporting process Effort statements will be automatically processed in ecrt Will show up on a principal investigator’s Work List but no
action by PI needed
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UAT Objectives
1. Gain confidence that ecrt meets previously defined business requirements Overall process that is streamlined, compliant and understandable
2. Final test of critical success factors Accurate data Electronic tool with appropriate e-mail and workflow functionality Appropriate training materials by audience
3. Final opportunity to uncover any issues not previously identified
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UAT Status
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Central office is preparing the environment Brand new environment for UAT
We are not reusing the Phase 3 environment All new files will be uploaded
Ready for campus testers the week of September 17
Item UATEnvironment
Effort Statement Statuses
Fall 2011 Will not be in the UAT environment
Spring 2012 Certified
Summer 2012 Ready to be Certified
Fall 2012 Building, Not Ready for Certification
UAT Status
Each campus will receive an information package when their environment is ready We anticipate sending this package next week You will have 3 weeks for user acceptance testing
The information package will include: URL needed to access environment Usernames
The usernames are the individual’s RF portal ID for UAT The password will be the individual’s RF portal ID password
Campus effort reporting periods of performance Test scenarios and testing summary document
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Understanding the Environment
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Oracle data from January 1 - August 31, 2012File Name Definition/What’s New
Department File The campus organizational hierarchy.
Sponsor File Designation of federal, nonfederal and nonsponsored award types.
Award File Sponsored programs information, e.g., award names, start and end dates, award PI, cost share award information, etc. •Voluntary uncommitted cost share awards are included in the nonsponsored section of the ecrt effort statement because regulations do not require it to be certified•You cannot use the ecrt Look Up page to view awards that ended before the current date. Instead you will need to view those awards by opening the Department Dashboard for the department that “owns” the award
Certifier File Information about SUNY and RF employees. Will include:•SUNY and RF employees with an active assignment as of December 31, 2010
o Note: SUNY employees no longer at your campus will be in ecrt if you did not terminate their status
•E-mail addresses, actual department name/job title information entered as of August 31.•RF portal IDs for SUNY and RF employees
Understanding the Environment
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Oracle data from January 1 - August 31, 2012File Name Definition/What’s New
Payroll File Payroll data for the following employee types will be included:•SUNY employees: Payroll data as of August 2012•RF employees: Payroll data as of August 24, 2012•Distribution adjustments made as of August 31, 2012
Commitment File Committed effort data for PIs, co-PIs and other key personnel. Any updates made in Oracle as of August 31 will be included
UAT Timeline
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September 2012
Sun Mon Tues Wed Thurs Fri Sat
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
October 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 September 17 – October 5
Estimated timeframe Pre-review activities
Week 1 Certification activities
Week 2 Post certification activities
Week 3 Weekly WebEx meetings:
September 19 September 26 October 3
E-mail Testing during UAT
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E-mail testing will occur during the second half of UAT How:
Controlled environment Impact approximately five people at each campus
We will test all e-mail functionality during UAT Start of certification Reopening of an effort statement On hold functionality “Get Help” e-mails (from effort statement)
Sample certification e-mail will be sent to the project team for review Can be customized by campus
PI Training
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PI training curriculum: Effort Reporting Essentials for PIs Introduction to the Effort Reporting Electronic Tool
Will be changed based on today’s discussion Certify My Effort Certify My Effort and the Effort of My Staff
Both updated on project Web page to reflect new effort statement statuses
Campus feedback: Content Sufficient materials to meet your needs
Additional Training
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Proxy certifier training curriculum Certify Effort as a Proxy Certifier: Video in process “How to” document
Administrator training curriculum What do you need?
Summary
Minutes from this meeting will be posted on the
Operational Excellence in Effort Reporting Web page
Direct questions to: [email protected] Anne ConnollyProject [email protected](518) 434-7240
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