Effort Reporting System Roles, Responsibilities, and Related Process Changes

1. Effort Reporting System Roles, Responsibilities, and Related Process Changes

2. General Roles Overview

3. Specific Notes about the ecrt Roles • Every department MUST have one individual designated as the Primary Effort Coordinator • An individual may have more than one role in ecrt, i.e. an individual can be a Primary Effort Coordinator and a Grant Manager • Every PI must have a Grant Manager • Primary Effort Coordinators are responsible for assigning PI’s to Grant Managers • The PI’s owning department is responsible for making grant manager assignments • The PI’s owning department is responsible for the Annual Statement • Grant Managers will see salary charges for Annual Statements and Project Statements in their portfolio

4. Additional Comments Specific Notes about the ecrt Roles • PIs with appointments/grants in multiple schools or departments • The faculty annual certification will be assigned to the primary/home department • The Primary Effort Coordinator in the department associated with a grant(s) will assign the Grant Manager for the awards at their school • Secondary Effort Coordinators may have more restricted access than the department Primary Effort Coordinators

5. Roles Hierarchy This is a draft configuration, showing the effort coordinator and assignment management hierarchy.

6. Neurobiology Hierarchy

7. Department Effort Coordinator Assignments

8. Future State Process

9. Training ecrt Deployment Plan – Tentative Dates Effort Reporting in ecrt Salary Journals Committed Effort • Monday, June 17th,salary journal policy changes will be implemented • All sponsored salary journals will require “Period of Work Performed” for ADI and GL journal entries • Final monthly staff effort certification via CREWwill be June 2013 • A Brio report will be run to identify salary journal posted in FY 14 that relate to FY13 monthly certifications • FY 13 monthly CREW certs will need to be amended to reflect these journal entries • Mid-August,committed effort will be available in GMAS • FSS will support departments in uploading committed effort data for several months following deployment • Monday, October 21st,faculty certifications for FY13 and staff certifications for FY14 Q1 will be open for review • CREW reports will be made available until September 30th • Training will be held prior to system go-live – users will be given access to production environment immediately following completion of training October November August September June July

10. Salary Journals for Sponsored Accounts • A new field is now required for all sponsored salary journals • The new field is called ‘Period of Work Performed’ • The period required is fiscal year and quarter: ‘FY2013Q3 JAN-MAR.’ • The object code of the journal determines when the field appears • The fund and activity codes determine when it is mandatory • Process: • In the Oracle manual form, the system checks the field and stops the journal entry if it is missing • In ADI, the preparer clicks the ‘Validate’ button to check that the required information is entered. • For SPH, Wasabi already captures the dates of the work performed • Journals in which the work performed spans multiple quarters require multiple lines • An exception process will correct journals missing the period dates in ecrt

11. Salary Journals Using the Oracle Manual Form

12. Salary Journals Using ADI