Operational Excellence in Effort Reporting Vision Statement: Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden. Conference Call: January 18, 2012

2 Agenda Topic Project updateAnne Connolly Next call: Wednesday, February 1 Training Campus feedback from “Introduction to ecrt” Anne Connolly Introduction to ecrt (A demonstration using the University at Albany introduction environment) Anne Connolly Mark Abbey Marty Bergerson 2

High-level ecrt Timeline 3 3 Opportunity to access ecrt Become familiar with tool Provide feedback to central office × See the “Explanation of Data” Word document × This is not testing or training

Introduction to ecrt Timeline 4 4 January 2012 SunMo n Tue s We d Thu rs FriSat February  Information will be sent via after this call:  Campus log on information  User access data  January 18 – February 8  Expect to spend a minimum of 3 – 5 hours  We will discuss your feedback during the February 1 call  Introduction environment will be available through February 8

5 Campus Support 5  Direct all questions to:  The staff member below will respond to your questions: CampusCampus Project Team MemberCentral Office Primary Contact CNSEChris WallerCarol Berdar University at AlbanyPaula KaloyerosGarrett Kinne Binghamton UniversityPaul ParkerGarrett Kinne University at BuffaloScott ShurtleffDonna Kiley Stony Brook UniversityAaron RosenblattAnne Connolly SUNY Downstate Medical CenterGary LeipzigCarol Berdar Upstate Medical UniversityGina McMahonMark Abbey SUNY ESFDon ArtzMark Abbey SUNY New PaltzJulie MajakAnne Connolly Buffalo State CollegeLinda DubrawskyDonna Kiley

6 6 Introduction to ecrt

Tasks to Perform as a Certifier 7 NumberTask 1Access the Introduction Environment 2Access an effort statement 3Review the effort statement 4Add a note (to an effort statement) 5Add an attachment (to an effort statement) 6Toggle to the dollars view (on an effort statement) 7Run the Payroll Report 8Certify an effort statement

8 1: Access the Introduction Environment 8 1.Open an Internet browser and navigate to the URL we will send 2.Select your campus from the Institution drop-down menu

9 1: Access the Introduction Environment 9 1.Enter the username and password (case sensitive) for the individual highlighted in yellow on the spreadsheet with your campus log on information 2.Click Login

10 1: Access the Introduction Environment 10 The primary method of navigating within ecrt are the navigation tabs across the top of the screen  Home – returns the user to the Work List from anywhere in the application  Certify, Manage, Reports and Administration – will display only when the user has the right to view the pages within that tab  Links—helpful links picked by the RF

11 2: Access an Effort Statement 11 1.Select one of the following to view an effort statement: a.Click the name on the left side of the screen b.Click on an individual effort statement on the right side of the screen under Status ab

3: Review the Effort Statement 12

13 4: Add a Note 13 1.Scroll down the screen to Notes (below the Get Help section) 2.Click the Notepad icon

14 4: Add a Note 14 1.Enter the text of your note 2.Click Save Note

15 5: Add an Attachment 15 1.Scroll down the screen to Attachments (below the Get Help section) 2.Click the Paperclip icon

16 5: Add an Attachment 16 1.Click Browse… to select a file 2.Click Attach File

6: Toggle to the Dollars View 17 1.Click $ Value

6: Toggle to the Dollars View 18 1.Click % Value to return to percentages Note: The effort statement may not be certified in the dollars view

7: Run the Payroll Report 19 The Payroll Report provides summary payroll data for that effort statement 1.Click the Run Reports icon above Awards 2.Click Payroll Report

7: Run the Payroll Report 20

8: Certify > My Statements 21 1.Click All under the Certify column 2.Click Certify

8: Certify > My Statements 22

Tasks to Perform as Grants Admin 23 NumberTask G1Access an effort statement using Manage > Department Dashboard G2View all certifiers and effort statements for a department G3Run the Sponsored Project Employee Summary (SPES) Report G4Compare Oracle and ecrt effort statement Note: Log on to ecrt using the Grants Admin username and password

24 G1: Manage > Department Dashboard 24 1.Click the Manage tab 2.Click Department Dashboard

25 G1: Manage > Department Dashboard 25 1.Type at least the first three digits of “Sample” 2.Click the Sample Department drop-down item 3.Click Submit

G1: Manage > Department Dashboard 26

27 G2: View All Certifiers and Effort Statements for a Department 27 1.Scroll down the screen to the “Covered Individuals associated to this Department:” section 2.Click the plus sign next to Sponsored to view the list of certifiers 3.Click the icon under Statements to view a specific effort statement

28 Reports 28 1.Access the Reports page through one of the following: a.Click the Reports tab at the top of the screen b.Click the Reports icon above the Awards section on the effort statement a b

29 Reports 29 A.Report Category B.List of reports for the selected category C.Description of selected report ABC

G3: Run the SPES Report 30 The Sponsored Project Employee Summary (SPES) report lists all employees with salary or cost sharing charges on a specific award 1.Select the following options from the Reports page: a.Category: Payroll/Cost Share b.Reports: SPES Report 2.Input parameters will appear below the Parameters tab

31 G3: Run the SPES Report 31 1.Enter one of the following: a.Click Month and select the month January and the year 2011 from the drop-down menus b.Click Employee Type and select the Employee Type and Period from the drop-down menus 2.Enter Pay in the Award field 3.Select one of the award names from the drop-down list to select it 4.Click Run Report

32 G3: Run the SPES Report 32

33 G4: Compare Oracle and ecrt Effort Statement 33 1.Print the effort statement of the individual highlighted in yellow on the spreadsheet with your campus log on information 2.Open that person’s effort statement in ecrt 3.Compare the Oracle effort statement to the one in ecrt: a.Note the differences in how line items are rounded b.Consider how this would look to the principal investigators

Summary  Minutes from this meeting will be posted on the Operational Excellence in Effort Reporting Web pageOperational Excellence in Effort Reporting Web page  Direct questions to: Anne Connolly Project Manager (518) (#) 34