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Operational Excellence in Effort Reporting
Vision Statement:Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.
Conference Call: February 1, 2012
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Agenda
Topic
Campus feedback: Introduction to ecrt Anne Connolly, Campus Team
Project update: Committed effort Donna Kiley
Project communication Liz Piga
Training discussion Carolyn Mattiske
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Campus Feedback: Introduction to ecrt
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Access to ecrt introduction environment available through Wednesday, February 8 Not meant to be testing Better understand ecrt Provide feedback Think about how it will work for campus users
Feedback from campus team members
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Committed Effort
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Central Office Currently testing new Committed Effort form in the Oracle
development environment Currently testing Committed Effort upload process (Excel spreadsheets
provided by campuses)in Oracle development environment
Next Steps The New Committed Effort form will be in the Oracle production
environment on or about February 27, 2012
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Committed Effort Implementation Plan
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Campus Provide central office spreadsheets with committed effort
information by Friday, February 17, 2012 A spreadsheet with the remaining information from original data provided to
campuses And/or
A spreadsheet with information on new awards using template provided to campuses
For the week of February 20-24, 2012: Keep a record of new federal and federal flow through committed effort information for entry into Oracle on or about February 27, 2012
Central Office Upload Committed Effort information (spreadsheets provided
by campus) into Oracle production environment on or about February 24, 2012
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Committed Effort
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New Committed Effort form in Oracle production environment on or about February 27, 2012 Campuses will now enter information directly in the Oracle Committed Effort
form Central Office will provide documentation and guidance
• Committed Effort information will be added to Discoverer on or about March 26, 2012 Reports will be developed with committed effort information entered on the
Oracle Committed Effort form for monitoring awards requiring committed effort
Committed Effort information will be used for the User Acceptance Testing Phase.
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Communication Training
Tools
Communications/Training Discussion
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Project Communication: High-Level
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Project newsletters Published on the RF’s public web site in the Sponsored Programs
News section New feature: Effort reporting button that goes to an archive of all issues
Published in the “Communication Toolkit” section of the Operational Excellence in Effort Reporting project web page
Monthly status updates on the RF’s strategic projects public web page
Meetings SPFG meetings UCRC meetings Vice presidents for research, operations manager meetings
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Project Communication: PIs
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Principal investigators (PIs) Communication goals
Awareness of project and ecrt Understanding of effort reporting policies and procedures
RF will provide template communication tools that the campus may customize E-mails Documentation, e.g., quick reference guides
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Project Communications: Administrators
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Administrators (Pre-award, post award, human resources staff) Communication goals:
Awareness of project and ecrt Understand impact of effort reporting project on campus processes
Communication methods: E-mails Documentation, e.g., Guide for Administrators, user help documents Effort reporting information on campus web pages Training
Campus feedback
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In Preparation for Training
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Campus System Testing
User Acceptance Testing
Administrator/PIEnd User Training
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PI Training Plan Goals
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Easily accessible On-demand Variety of resources/tools
Videos Guide, both web version and PDF E-mail communications
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Sample Training Resources
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Links: Duke University’s ECRT video (~9 minutes) Florida International University ECRT video Purdue University’s COEUS Training Videos Purdue University’s PI User Guide
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Things to Consider…
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In developing the best training solution for your PIs please think about the following: Timing Content Method
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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 [email protected](518) 434-7240
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