1. CedarCrestone’s Effort Reporting Jumpstart Toolkit

2. Agenda Introductions Evolution of Effort Reporting System Compliance Requirements User Requirements System Integration Diagram Demonstration Certification Business Process Diagram Maintenance Requirements

3. Jason Jacobs Functional Design Lead Higher Ed Experience: 5 years ERP Experience: 10 years Former Positions: –Bowne International –AD Little –Media General Sample Projects: –University of Baltimore Maryland County –University of Baltimore –University of Maryland University College –Functional Lead, Effort Reporting Module

4. Ed Kurilla Technical Lead Higher Ed Experience: 5 years ERP Experience: 20 years Former Positions: –Adidas –Thomson Financials Sample Projects: –University of Baltimore Maryland County –University of Baltimore –James Madison University –Technical Lead, Effort Reporting Module

5. CedarCrestone 200 Higher Education Clients 150 Higher Education Consultants Effort Reporting Module developed for other higher education clients Integrates fully with PeopleSoft HR/Payroll, Financials, and Grants, or with any other system Have assisted UTMB with Financials, Grants and HR

6. CedarCrestone’s ER Module Developed in PeopleTools ‘Bolt-on’ Module Accepts data feeds from either PeopleSoft or non-PeopleSoft systems Configurable, also can be extended Several support models available

7. Evolution of ER System Designed at UMBC in 2002 based on pre-PeopleSoft business practices and systems Primary Goals: –Accommodate A-21 Compliance Requirements –Replace off-line paper based system –Provide on-line enforcement of audit rules with paper-based option for “exceptions” –Provide row-level security based on Project Teams Rolled-out with Great Success –Initial roll-out in 2003 with combination of on-line and paper- based users –Fully on-line certifications by 2006 –Successfully passed several audits by NSF and other federal agencies

8. Evolution of ER System Implemented PeopleSoft Finance and Grants for University of Maryland Baltimore from 2004-2006 Additional investigation was conducted at other Higher Education institutions during this time period Additional ER Requirements Identified: –Enforce NIH Salary Cap requirements –Retaining simplified “Certification” data entry for PIs despite salary cap complexities –Providing full Salary Cap and Cost Sharing details to managerial users and administrators –Allow on-line Committed Effort Planning and Approval –Expanded Row-level security and report approval requirements –Enforcement of Committed Effort vs. Certified Effort Effort Reporting Version 2 was built to incorporate these additional needs

9. Compliance Requirements A21 –Federal Standard on how grant funding can be spent NIH Salary Caps –Federal guidelines on salary limitations for grant reimbursements A133 Compliance Supplement – –New focus on Committed vs. Actual Hours

10. User Requirements Types of Users –End User “Certifiers” –Business Managers –Compliance Officers Needs vary by role Role requirements may conflict with each other –ER System must balance conflicting needs

11. CedarCrestone’s Effort Reporting System System Overview and Module Integration Effort Certification Business Process Approval Business Process Options Effort Reports with Multiple Sequences

12. System Overview and Module Integration Module Based System –Proposal Scenario Planning –Committed Effort –Certified Effort Robust On-line Inquiry and Reporting capabilities Configurable –Accommodates multiple ER entities or requirements within institution –Different rules enforceable by report –Multiple Sources for Payroll, Salary / employee data and Project / Grant data by report –Flexible Security and approval by report

13. System Overview and Module Integration Flexible –Enforcement Rules defined for each report –Salary Cap defined by Report –On-line, flexible approval rules by report –Allows simultaneous or separate enforcement of A- 21 requirements and NIH salary cap requirements –Committed Effort requirements defined by report –Periods defined by report Allows for Institution specific or requirement specific periods Could allow Salary Cap and A-21 enforcement based on different period structures

14. System Overview and Module Integration Powerful –Handles all Requirements for OMB Circular A-21, Section J.10 –Handles all NIH Salary Cap requirements, including multiple Appointment Types and Part time FTEs –Institution specific rules can be created –Allows for multiple feeds to be defined for: Payroll data Salary data to accommodate all IBS sources Project / Grant attribute data Security can be configured or fed from existing sources

15. System Overview and Module Integration Auditable –Detailed Audit trail preserved for approval history –Re-approval required where retroactive payroll adjustments affect a given employee’s “Certified” reports –Detailed Audit trail preserved for retroactive payroll adjustments via Report Sequences –Transaction detail can be applied to multiple reports with auditable link to each report and back to feeder system –“Orphaned” transaction detail can be identified and corrected within ER system

16. System Overview and Module Integration ER System Limitations –The Systems can not enforce Institution Policy Compliance –Data in feeder systems must contain all detail needed for configured reporting and certification requirements If Multiple Appointment Types are being used, that detail must be captured in the payroll feed Payroll feed must define “affected” Effort Reporting period Some known modifications would be needed for institutions using delivered PeopleSoft HR Payroll to GL Interfaces (PAYGL02)

18. Effort Certification Business Process Extensive Search page capabilities for retrieving data by user-specific needs Monitoring and correction possible throughout ER period Row-level security is enforced at several levels Simple end-user data entry Corrections made in Institution Systems of Record maintain audit compliance and integrity Approvals done on-line with “Certification” statement based on configured Approval Rules

20. Approval Business Process Options Flexible Approval Rules configurable by report –Multiple approval levels available for both line and header level approvals –“Blind Certification” option available to allow PIs / Employees to certify effort and allow others to address required payroll distribution adjustments –Rules can vary from very simple to highly complex based on institution needs Different approval paths (by School or Department) can be accommodated User “Queue” accessible via Search Page, Certification Page or Worklist E-mail notifications available

21. Approval Options

24. Certified Effort Demonstration

25. Demonstration: Workflow for Certified Effort Entry and Approval Business Manager reviews and approves payroll data, correcting known issues like incorrect cost share distribution for salary cap requirements PI reviews committed and distributed effort and enters certified effort. Necessary payroll corrections are returned to business manager Approved Certified Effort is forwarded to Effort Reporting Administrator

26. Demonstration: Workflow Diagram for Certified Effort Entry and Approval

27. Demonstration: 3 Scenarios 1)First - PI has incorrect split between direct and cost share salary distribution. Payroll corrections are initiated before sending to PI 2)Second - PI has correct distributions relative to cost share split and committed effort. a.Report is approved and forwarded to PI for review. b.PI enters certified effort less than salary distribution, but no committed effort adjustment is needed. c.Due to resulting rule violations, report is rejected and returned to business manager for payroll corrections. 3)Third PI payroll distributions and entered certified effort pass validations. Approvals occur and business manager and PI level and report is forwarded to ER Administrator for review and approval.

28. Multiple Report Sequences

29. ER System accommodates institution policies that allow retroactive payroll distribution adjustments for “Certified” ER Periods Corrections trigger new Report Sequence that must be re-approved Approval History and Audit detail preserved on all previous sequences New Sequences are searchable in Search page Payroll System of Record feed must identify “affected” ER Period

31. Effort Reporting Search Page

32. Search Page Capabilities Display fields and order are user definable Searchable on: –Report Header / Employee Fields Employee ID, Name, Employee Department, etc. –Report Line / Project Fields Project ID, PI ID, Sponsor ID, Project Department, etc. –Transaction Detail Fields (in progress) Account numbers / other CFs, dates, pay periods, source, etc. Drill-down capabilities vs. Download format Row counts show number of employees in detail behind each line Links directly to Certification page with row-level security authentication

33. Search Page Demonstration

34. ER Administrator / Department Chair evaluates total employees meeting certain criteria: –Total Employee in Department –Reports with Incomplete Certifications PI Reviews all Employees on his projects: –By Project –By Department

35. Maintenance Requirements Complete Bolt-on –Uses no delivered PeopleSoft objects or programs –Essentially unaffected by Patches and Upgrades Built to read variety of customizable feeds based on typical effort reporting data structure without special programming Configurable to handle changes moving forward in reporting requirements, data feed structure or changing organizational needs

36. Questions? Jason Jacobs 888-846-0084 Jason.Jacobs@CedarCrestone.com Ed Kurilla 888-231-7243 Ed.Kurilla@CedarCrestone.com