1. eFECS MRAM October 11, 2012 Gwen TrenthamMichael Anthony eFECS Project ManagerExecutive Director UW Information Technology Management Accounting & Analysis Electronic Faculty Effort Certification & Cost Sharing (eFECS)

2. Agenda 1.Time Savings to Campus Survey results 2.Enhancement: Faculty Notifications 3.Ensure Email Notifications are Received 4.Campus Feedback Sessions for future Roadmap! 2

3. Campus Time Savings for Online Certification When faculty certify online for FEC Coordinators: – Total annual time savings ~667 hours or $20,000 for Faculty: – Total annual time savings ~730 hours or $55,000 for MAA: – Total annual time savings ~1168 hours or $35,000 3

4. Risk Assessment Results Areas of Improvement Effort Reporting Report of actual effort not signed/certified by person with suitable means of verification Effort reporting not done or reports missing Operational Departmental shadow systems use to track proposed and actual faculty effort are not reliable Waste of University staff resources to process and track FECs in a manual system 4

5. Faculty Notification Enhancement Released to Campus this Week: All Notifications to Faculty ONLY sent if faculty have NOT yet certified. Benefits: Reduce campus confusion Streamline Communication to Faculty Minimize Customer Support Request Submissions about faculty notifications. 5

6. Receive eFECS Notifications Ensure eFECS emails aren’t going to junk mail! Add eFECS to your SAFE Sender list! Instructions for Outlook Users: http://office.microsoft.com/en-us/outlook-help/add-names-to-the-junk-email-filter- lists-HA010355043.aspx?CTT=5&origin=HP010355048#_Toc301199468 6

7. Roadmap Feedback Sessions Stay Tuned! What? Review high level effort report and cost share feature requests Provide input on priority and value to campus When? Mid November Why? (Goals) Reduce Campus Administrative Burden Increase Compliance 7

8. High Level Cost Share Life Cycle 8 OSP Department GCA Award Launch Department GCA/MAA Award Management Department GCA/MAA Budget Close Out Opportunities: Reduce Administrative Burden & Improve Usability across business process Automate Cost Share Addendum Addendum Automate Documentation & Cost Share Updates

9. eFECS What’s Next September Permanent Cost Share Tracking approach October Cost Share Intersections on Research Management Lifecycle November Architecture Prioritization Estimates December Roadmap Proposal Articulate improvements as ways to reduce: 1)Administrative Burden 2)Compliance Risk

10. Questions? eFECS@uw.edu 10