Vision Statement:
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Operational Excellence in Effort Reporting Effort Certification and Reporting Technology (ecrt) Sessions Audience: Campuses not on the Project Team June 18 - 20, 2012 Vision Statement: Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden.
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Operational Excellence in Effort Reporting Effort Certification and Reporting Technology ( ecrt ) Sessions Audience: Campuses not on the Project Team June 18 - 20, 2012. Vision Statement: Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden. - PowerPoint PPT Presentation
Transcript of Vision Statement:
Operational Excellence in Effort ReportingEffort Certification and Reporting Technology (ecrt) Sessions Audience: Campuses not on the Project TeamJune 18 - 20, 2012Vision Statement:Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden.
Agenda
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Purpose of this session: To keep you informed and aware of the progress of the effort reporting
project Provide you with the opportunity to become familiar with ecrt in a
“sandbox” environment – this is not testing or training Topics:
Impacts on principal investigators and research administrators Source data that is displayed in ecrt Information about your access to ecrt Next steps
About the Project
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Campus and central office research administrators are collaborating to develop an electronic effort reporting process that: Reduces administrative burden to principal investigators (PIs) and the
research support function Improves compliance through accuracy and education
Campuses represented on the project team: CNSE University at Albany Binghamton University University at Buffalo Stony Brook University
Upstate Medical University SUNY Downstate Medical Center SUNY ESF SUNY New Paltz Buffalo State College
Impact on Principal Investigators
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Electronic tool to certify effort on federal and federal flow-through sponsored programs E-mail workflow notification Available anywhere PI has Internet access
Access to more information to better understand what they are certifying PIs will be able to drill into detailed payroll data
Assigned role of self-certifier in ecrt Responsible for certifying their effort May be responsible for certifying effort for their research staff
Campus has flexibility to assign a proxy certifier with firsthand knowledge if needed
Impact on Research Administrators
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An electronic tool means No more printing, mailing and filing of hard copy effort statements Easier to monitor effort statement certifications New effort reporting roles
Opportunity for process improvements to ensure accurate data and compliance Oracle is the source system for the data displayed in ecrt
Impact on Research Administrators
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Human resources administrators Capturing employee information not previously entered in Oracle
PI e-mail addresses, actual department names and job titles
Communications and training Central office will provide materials for campuses to use Campus staff will need to update campus materials as appropriate
Campus web page Help us announce new tool and training at your campus
PI E-mail Addresses
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Issue: E-mail addresses needed for ecrt workflow functionality
Solution: Update the individual’s Oracle People record with his or her e-mail
address All campuses should now have a process in place to capture
this information in Oracle going forward Rachel Shapiro sent an e-mail on December 1, 2011
Monitoring options: Discoverer query: “HR_Reporting Email Check for Active Employees”
displays e-mail addresses Shared under the 650_Reporting username
ecrt: List of All Users Report
PI Department Name and Job Title
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Issues: SUNY employees have a “SUNY IFR/Cost Sharing” assignment in Oracle
with a “No Job Required” job title Above information is necessary for IFR processing
Solution: Update the individual’s actual department name and actual job title on
his or her Oracle Assignment form using the extra information option that some campuses are using to capture information used for the Coeus implementation
Actual department name and job title makes ecrt meaningful and relevant to PIs
PI Department Name and Job Title
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All campuses should now have a process in place to capture this information in Oracle going forward Rachel Shapiro sent an e-mail on April 11, 2012
Monitoring options: Discoverer query: “HR_Reporting Email Check for Active Employees”
also displays an individual’s actual department name and job title Shared under the 650_Reporting username
ecrt: List of All Users Report
Introduction to ecrt
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Central office is still preparing the environments An environment for each campus
Each campus will receive an information package when their environment is ready: URL needed to access environment Usernames and passwords Campus effort reporting periods of performance Simple instructions and scenarios to perform tasks in ecrt
Access ecrt as often as you want Tasks should take no longer than one hour total Anticipated timeframe: July
Campus Support
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Direct all questions to: [email protected] The staff member below will respond to your questions:
Campus Central Office Primary Contact
Alfred State College Liz Piga
College at Oneonta Anne Connolly
College of Optometry Carol Berdar
Empire State College Garrett Kinne
Farmingdale State College Carol Berdar
Maritime College Garrett Kinne
Morrisville State College Mark Abbey
Old Westbury Donna Kiley
Purchase College Mark Abbey
SUNY Brockport Liz Piga
SUNY Canton Carol Berdar
Campus Central Office Primary Contact
SUNY Cobleskill Liz Piga
SUNY Cortland Carol Berdar
SUNY Delhi Donna Kiley
SUNY Fredonia Liz Piga
SUNY Geneseo Garrett Kinne
SUNY IT Mark Abbey
SUNY Oswego Donna Kiley
SUNY Plattsburgh Mark Abbey
SUNY Potsdam Garrett Kinne
System Admin-Provost Donna Kiley
Introduction to ecrt
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Access the Introduction Environment
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1. Open an Internet browser and navigate to the URL we will send
2. Select your campus from the Institution drop-down menu
Access the Introduction Environment
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3. Enter the your username and password (case sensitive)4. Click Login
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Access the Introduction Environment
The primary method of navigating within ecrt are the navigation tabs across the top of the screen
o Home – returns the user to the Work List form anywhere in the application
o Certify, Manage, Reports, and Administration – Will display only when the user has the right to view the pages within that tab
o Links – helpful links picked by the RF
Run the List of All Users Report
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This report will help you verify that e-mail addresses, actual department names and job titles are listed in ecrt for your PIs
If there is missing data: SUNY employees have a “SUNY IFR/Cost Sharing” assignment in Oracle
with a “No Job Required” job title Update the Coeus Extra Information form in Oracle with the individual’s
department name and job title Missing e-mail addresses
Update the individual’s Oracle People record with his or her e-mail address
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Run the List of All Users Report
1. Click Reports2. Select the following options from the Reports page:
1. Category: Monitoring2. Reports: List of All Users
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Run the List of All Users Report
1. Enter the following input parameters:1. School/Department: Your campus name
2. Click Run Report
Run the List of All Users Report
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Access an Effort Statement
1. Select one of the following to view an effort statement:a. Navigate to the Certify tab on the menu bar and select My
Statementsb. Click the name on the left side of the screenc. Click on an individual effort on the right side of the screen under
Status
b c
a
Review the Effort Statement
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Run the Payroll ReportThe Payroll Report lists all payroll transactions charged by an individual during the duration of the Period of Performance for the effort statement.1.Click the Run Reports icon above the Awards column header2.Click Payroll Report
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Run the Payroll Report
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Next Steps
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Campuses that certify three times per year will use Oracle to certify spring 2012 effort statements
Campuses that certify two times per year will use Oracle to certify effort statements for the first half of 2012
Campuses should complete data clean up by July 31, 2012 Central office will send the Introduction to ecrt information to
you via e-mail in July Send questions or comments to [email protected]
