1. Online Certification MRAM June 12, 2012 Gwen TrenthamMichael Anthony eFECS Project ManagerExecutive Director UW Information Technology Management Accounting & Analysis Electronic Faculty Effort Certification & Cost Sharing (eFECS)

2. Agenda 1.DHHS Salary Cap Changes System Changes Business Process Requirements 2.Online Certification Rollout Results 3.Online Certification survey 4.What is next for eFECS? 2

3. DHHS Salary Cap Changes Benefits 1.The system changes now accommodate two salary caps saving administrative costs for units. Without this change, the same salary cap would have applied to all FECs causing many more to require adjustment. 2.Maintain current compliance levels 3

4. DHHS Salary Cap Changes System Changes 1.Grant Flag 08 updated in MyFD 2.Effort report recognizes and applies specific salary cap calculation based on budget 3.Effort report displays expanded salary cap calculation information Tools Revised Salary Cap calculator http://f2.washington.edu/fm/maa/fec/fectools 4

5. DHHS Salary Cap Changes FEC Salary Cap detail information Description of Salary Cap Amount Description of Salary Cap Type

6. DHHS Salary Cap Changes Business Process Requirements Primary options for tracking differential salary caps under a single project: a.Establish separate budget/sub budget for recording salaries subject to EL II salary cap. – eFECS applies appropriate salary cap based on Grant Flag 08 value. b.Do not establish separate budget/sub budget. – eFECS only calculates one cap per budget for a given FEC cycle – FEC adjustments will be required. 6

7. DHHS Salary Cap Changes Business Process Requirements 7 Option a. Using New Sub Budget GCA sets up new sub budget Grant Flag 08 will be updated with appropriate value (1, 2, etc.) Department changes salary distribution for faculty over salary cap eFECS automatically calculates salary cap cost sharing The Grant Flag 08 determines which salary cap eFECS uses Should result in dept. not needing to adjust salary cap cost share on FEC Faculty reviews and certifies FEC report Red denotes department activities

8. DHHS Salary Cap Changes Business Process Requirements, cont. Option b. Using Same Budget GCA a dds new funds to existing budget & changes Grant Flag 08 from ‘1’ to ‘2’ (EL II salary cap) eFECS calculates EL II salary cap cost sharing for entire FEC cycle Only calculates one cap per budget at a time for a given FEC cycle Department must track correct salary cap cost sharing from first pay period under new funds FEC & Payroll Coordinators need to communicate with each other if they are different people Department will need to adjust cost share on FEC during review Faculty reviews and certifies FEC 8 Red denotes department activities

9. DHHS Salary Cap Changes Business Process Requirements Comparison of Options – Sub Budget NOT Used: 9 Departments must make FEC Salary Cap Cost Share Adjustments Departments must track budgets that are subject to both caps

10. DHHS Salary Cap Changes Business Process Requirements Comparison of Options – Sub Budget Used: 10 Use of Sub Budget avoids need to separately track budgets subject to both caps eFECS calculates the correct Salary Cap cost sharing for all budgets so no adjustment needed

11. Online Certification Rollout Rollout Complete for both Calendar and Academic FEC Cycles! Supported 3008 faculty users Maintained timely Faculty Effort Certifications Reduced customer support requests Low number of system bugs identified and corrected 11

12. Online Certification survey Coming Soon! What? Short questions to assess time savings and report accuracy When? Within next 2 weeks How? Catalyst survey distributed via FEC Coordinators email (mailman) lists Why? Evaluate Online Certification success and guide future planning 12

13. What is next for eFECS? Planning future phases Recruiting User Task Group participants familiar with: Cost Share tracking (faculty and non-faculty) Faculty Effort & Cost Share reporting needs Translation of cost share from pre-award to post- award Commitment Six months (August 2012 – January 2013) Approximately 4 hours per month in meetings 13

14. Questions? eFECS@uw.edu 14