Upcoming Changes and Timeline for New Effort

Reporting SystemNovember 12, 2010

Research Administrators’ Support Group

Our Beloved PARS . . . .• Created in March 1980!!!!

• Past time to retire PARS

• Actually was retired earlier this year in stages

• Interim solution created to produce paper-based effort reports

New System Evaluation• Campus Committee formed in 2008– Evaluate Policies & Procedures– Evaluate Potential New Systems

• Recommendation in Fall 2009– Purchase Huron eCRT system

Huron eCRT Procurement• Spring 2010: Budget Committee

Provides Funding to Purchase and Implement eCRT

• Agreements signed in Summer 2010

• Aug 2010: Implementation Begins!

Effort Reporting Policies• Certifications will remain

‘After the Fact’

• Integrated with UNC Payroll (will have to migrate to Peoplesoft later)

• eCRT receives Payroll data after EVERY pay cycle

• eCRT builds Effort Card (Report) realtime (and can be viewed)

Effort Reporting Policies• EPA Faculty/Non-Faculty:– Certify every six months• Jan 1 – June 30• July 1 – December 31

– No Summer Cycle• Half of Summer in Jan-June Cycle• Half of Summer in July-Dec Cycle

Effort Reporting Policies• SPA Employees– Presently must certify monthly

(technically every two pay periods)– Plan to request permission to move

SPA certifications to quarterly

Effort Reporting Workflow• No more Paper!!!!

• Electronic Routing & Signatures

• Will require both a certification and departmental approval

Effort Reporting Roles• Primary Effort Coordinators– Pre-edit Effort Cards– Approve Effort Cards for Dept– View all Effort Cards for Dept– Run Reports for Dept

Effort Reporting Roles• Secondary Effort Coordinators– View all Effort Cards for Dept– Run Reports for Dept

eCRT CreatesCard

To ECs EC edits Card(Optional)

To Certifier UncertifiedCard

Edit/Certify Card

Dept ECApprove

?

To Dept ECCertified/Approved Card

Yes

UncertifiedCard

No; Return to Certifier w/ Note

* EC – Effort Coordinator

Proposed eCRT Routing/Workflow – November 12, 2010

Resubmit to Dept ECEPA Web

HRISPayroll

Cost Transfer

Effort Reporting Roles• Default Model: Appointing Units will

have Approval Authority for Faculty Effort Cards

• Units with Divisions can have cards approved/routed at the Division Level

ReadAccess

PreCertEditing

Approval Report ofVariance

AppointingUnit

AdminUnit

(Center/Institute)

Proposed eCRT Rights/Authorization Model – Nov 12, 2010

Effort Reporting Roles• Special Provisions for

Some Centers & Institutes– Possibility of Dual Approval– View Access of Faculty Effort Cards– Upon agreement with appt unit,

center/institute could be granted primary departmental approval for individual faculty effort cards

Effort Reporting: Demo• Overview of Process

• Screen shots of eCRT

Effort Reporting: Timeline• User Acceptance Training: December• Full Campus Training: Begins January• Proposed Go Live: February 2011– EPA (July 1 – Dec 31)– SPA (Fourth Quarter 2010)

Effort Reporting: Questions?• Questions?