online certification mram june 12, 2012 gwen trenthammichael anthony efecs project managerexecutive...
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Online CertificationMRAM
June 12, 2012
Gwen Trentham Michael AnthonyeFECS Project Manager Executive DirectorUW Information Technology Management Accounting & Analysis
Electronic Faculty Effort Certification & Cost Sharing (eFECS)
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Agenda
1. DHHS Salary Cap Changes• System Changes• Business Process Requirements
2. Online Certification Rollout Results3. Online Certification survey4. What is next for eFECS?
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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
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DHHS Salary Cap Changes
System Changes1. Grant Flag 08 updated in MyFD2. Effort report recognizes and applies specific
salary cap calculation based on budget3. Effort report displays expanded salary cap
calculation information
ToolsRevised Salary Cap calculatorhttp://f2.washington.edu/fm/maa/fec/fectools
DHHS Salary Cap ChangesFEC Salary Cap detail information
Description of Salary Cap Amount
Description of Salary Cap Type
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DHHS Salary Cap ChangesBusiness 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.
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DHHS Salary Cap ChangesBusiness Process Requirements
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
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DHHS Salary Cap ChangesBusiness Process Requirements, cont.
Option b. Using Same Budget• GCA adds 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
Red denotes department activities
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Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle $199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored Budget
Salary Cap
% Grant Effort
eFECS Calc Cost Share
Correct Salary Cap
CS Adj Req'd
A EL I 10% 515.00 515.00 - B EL I & II 10% 1,515.00 1,015.00 (500.00)
Cycle pay
Salary Cap Variance % Effort
6 Mos. CS
3 Mos. CS
EL I Calc 105,000 99,850 5,150 10% 515.00 257.50EL II Calc 105,000 89,850 15,150 10% 1,515.00 757.50
DHHS Salary Cap ChangesBusiness Process Requirements
Comparison of Options – Sub Budget NOT Used:
Departments must make FEC Salary Cap Cost Share Adjustments
Departments must track budgets that are subject to both caps
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DHHS Salary Cap ChangesBusiness Process Requirements
Comparison of Options – Sub Budget Used:Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle ($199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored Budget
Salary Cap
% Grant Effort
eFECS Calc Cost Share
Correct Salary Cap
CS Adj Req'd
A EL I 10% 1,515.00 1,515.00 - B EL I 10% 257.50 257.50 -
B1 EL II 10% 757.50 757.50 -
Cycle pay
Salary Cap Variance % Effort
6 Mos. CS
3 Mos. CS
EL I Calc 105,000 99,850 5,150 10% 515.00 257.50EL II Calc 105,000 89,850 15,150 10% 1,515.00 757.50
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
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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
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Online Certification surveyComing 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
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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