Operational Excellence in Effort Reporting Conference Call: March 14, 2012 Vision Statement: Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.

Agenda Topic Project UpdateDonna Kiley, Anne Connolly Campus Feedback: Phase 1 System TestingAnne Connolly IFR/Cost Sharing DepartmentAnne Connolly Campus feedbackCampus team System Testing TimelineAnne Connolly 2

Project Update 3  Committed Effort  Annual Operations Managers/Vice Presidents for Research Meeting: Thursday, March 29  Paul Parker providing project update  Phase 1 System Testing objectives:  Learning ecrt core functionality  Validating first iteration of data  Assuring core system is accurate  Identifying campus effort coordinators and proxies  Feedback  Review of issues sent by campus team  Feedback from campus team

Campus Feedback: Phase 1 System Testing 4  Issues  Performance  Timeliness of work list loading in the effort coordinator role  Payroll report loading slowly or not at all  Internet Explorer compatibility  Training  Data  Campus-specific  Global

Campus Feedback: Phase 1 System Testing 5 IssueCauseSolution Effort coordinator work list takes too long to load if it loads at all Primary effort coordinator was associated to every effort statement in the TEST environment. The large number of statements slowed down or prevented the work list from loading. This list refreshes each time a user accesses ecrt. In some cases Huron had to add a right to the campus set up. TEST environment was updated so that the Effort Tasks tab populates first. A new right will also be added to restrict the number of statements that will appear on that tab. Payroll ReportA software upgrade to the TEST environment causes the Payroll Report to load slowly or not at all. Payroll Report previously worked. Huron is working on the issue. Effort Tasks tab not loading This is an issue with the Attachment functionality. It does not create a processing task for the effort coordinator when it should. Huron is fixing this issue. Performance Issues

Campus Feedback: Phase 1 System Testing 6 IssueCauseSolution Pop-up calendars not populating start and end dates The version of Java used by ecrt causes compatibility issues with Internet Explorer. Huron recommends using the Mozilla Firefox browser. Campus users should have this installed on their computers. If Internet Explorer must be used it is best to run it in Compatibility View: Click the Compatibility View icon on the address bar located at the top of your browser window If this icon is not visible go to Tools > Compatibility View and check the box next to Display all websites in Compatibility View Tasks not displaying on the Effort Tasks tab Items not displaying correctly on the page until the tester rolled over the item with his or her mouse Internet Explorer Compatibility

Campus Feedback: Phase 1 System Testing 7  The following will be included in the training plan  Definition of Base: Will be included in a glossary of terms  Searching for a specific person’s effort statement without using the Department Dashboard  Primary effort coordinator role and tasks Training

IssueCauseSolution No data message would appear after entering the first three letters of an individual’s last name (campus-specific issue) A right was missing from the campus set up. Huron added the missing right. Global Issues Cannot toggle from $ View to % View in the Cost Share Report The cost sharing data is uploaded from Oracle to ecrt in dollar amounts so we cannot display percentages in the Cost Share Report. Cost sharing percentages may be viewed on the effort statement. Huron will update our set up to remove the option to toggle to percentages. SPES Report percentages do not match Oracle This results when pay periods cross periods of performance. We need to continue our “Dates Matter” discussion to determine if we should update our effort reporting periods. IFR/Cost sharing departmentThis is the current department for SUNY monthly employees because it is required by Oracle for SUNY payroll processing Discussion topic RF payroll suspense itemsThe TEST environment is set up to display these items even if the charges were removed from the suspense account This will be excluded from the ecrt production environment if these charges net to zero. Campus Feedback: Phase 1 System Testing 8 Data

IFR/Cost Sharing Department 9  SUNY-monthly employees are included in this department during the academic year when their salary charges are reimbursed to SUNY via the income fund reimbursable process  Required Oracle set up for SUNY payroll processing  SUNY-monthly employees that are paid by the RF during the summer will show up in their regular department for that period

IFR/Cost Sharing Department 10  Discussion topic: Use the existing flexfield from the Oracle assignment record  Central office would populate this data initially  Campuses would need to maintain this information going forward  A SUNY employee’s actual department would display in ecrt and on the effort statement  Potential use in other business applications

System Testing Timeline 11  Phase 1  March 5 – 19  Continue working on the test scripts  Retry the Payroll Report test scripts  Provide effort coordinator names and addresses  Phase 2  Anticipated to start March 22  Campus testers will receive new testing package March 2012 SunMonTuesWedThurFriSat

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)