Sponsored Effort Nuts and Bolts at UD

1. Sponsored Effort Nuts and Bolts at UD How to ensure accurate data for effort certification…make your life easier! Revised 7/11

2. Training Objectives • Introduction to the web process • How do we employ the transactions to do the work for us? • Proposal submission data awarded effort • ProjectID Chartfield • Journal Vouchers • LAM • The live process

3. Assumptions • You have attended or viewed the Effort certification training session I. • You are knowledgeable about your faculty workload policy • You are, or you will work closely with, the effort administrator in your unit (GMQ_DEPT_EFFORT_ADMIN)

4. Web Process • Paper SARs (sponsored activity reports) used prior to March 2005 • Web-enabled process effective March 1, 2005 • All certification and adjustments will be handled electronically • Most employees have 2 effort periods. Faculty on academic year contracts have 3 as of 2011.

5. Web Process 3 effort periods for academic faculty, effective 2011 Reporting by semester Period 1: Fall semester (September – January 15) Period 2: Spring semester (January 16 – May) Period 3: Summer research (June – August) 2 effort periods for everyone else (no change in 2011) AY split into two, six month reporting periods Period 1: September - February Period 2: March - August

6. Web Process Effort Periods for Faculty on Academic Contracts * Indicates a change in practice

7. Web Process Effort Periods for everyone except academic faculty

8. Web Process • Effort administrators will receive notification of release on or about March 10 (for period 1), September 10 (for period 2) & October 10 (for period 3) • Certifications should be routed promptly and must be completed by 60 days after the end of the reporting period

9. Let’s see it!

10. Administrative Maintenance

11. Administrator View

12. Administrator View (dollar)

13. Administrator View (percentage)

14. Administrator View (dollar)

15. Administrator View (process JV)

16. Cost Transfers (JV’s) • Must be appropriate/allowable • Should be within 90 days • Not needed if within 5% variance • Recalculate upon ‘refresh’

17. Effort Journals • UD WebForms FINJournal Voucher • restricts users from submitting a journal for a ‘closed’ effort period • Forces the use of the effort certification process to manage these corrections • ‘closed’ effort periods are restricted • ‘Open’ effort period cost transfers can be handled on the UD WebForms FINJournal

18. Effort Journals • Journals processed for transactions Prior to PS data (July 1, 2002) will be handled a bit differently • Pull down menu “Prior to PS” • Routes to Research Office for approval • Requires revised paper SAR

19. Admin View (approval)

20. Approval • TWO (2) “review and certify” are necessary to complete the process • Effort admin reviews and certifies accuracy and forwards to employee • Employee reviews and certifies • IF employee is no longer at UD, then effort admin can select “certify for former employee”

21. Annual YTD view (dollars)

22. Annual AYTD view (percentage)

23. Employee View (top half)

24. Employee View (bottom half)

25. Employee Annual YTD View

26. Maintaining Good Data Employing the transactions to do the work for you

27. Where does the data live? • Proposed effort is added to the proposal budget at submission stage in the Grants System by department administrators • Committed effort is added to the award budget screens in the Grants System by Research Office staff • All the data from the pay transactions and any Journal is captured in the UOD_Trans_DTL table

28. Effort is proposed Salary is charged Proposed Effort Effort is reported

29. Proposal stage • Data is added to the detail budget screens in UD Grants System for all UD employee whether PI, Co-PI or senior personnel, listed as resources on your grant proposal • Data should include effort percent and whether it is a summer month(s) • Data inputted at the proposal budget can be queried in GMQ_EFFORT_BY_PI_PROPOSED

30. Resource page

31. Budget Line Summary

32. Budget Line Detail

33. Effort is proposed Salary is charged Awarded Effort Effort is reported

34. Award Stage • Once awarded, the Research Office confirms the proposed effort has not changed and enters the effort percent on the appropriate Grants System panel • Data can be queried in GMQ_EFFORT_BY_PI_CURRENT

35. Effort is proposed Salary is charged Effort is Reported Transactions

36. Project Chart Field • Speedtypes include inherited chart fields • ProjectID is auto-included with grants and contracts • Include ProjectID on non C & G speedtype transactions to relate the transaction to the award (grant or contract)

37. Labor Allocation Module (LAM) • Use the LAM to discern workload • Use the LAM to delineate the research workload portion into grant related effort and match • LAM is per pay • LAM Percentages remain in effect until changed

38. Effort Percentages How much to commit for whom and when???

39. Effort Percentages • Effort entries in your project budget on the personnel-salary and benefits detail page are used for faculty work loads • The minimum amount of effort allocated to a project allowed is 1% for each of the key personnel listed on the proposal (or the minimum required by the program if greater than 1%) • The vast majority of project budgets are for one (1) year. Regardless of what type of appointment (9 month, 10 month, or 11 month) held by a faculty member, the base for calculation of effort is one year (12 months).

40. Effort Percentages • On the most basic level, efforts are calculated as follows for a typical 9 month faculty member with 3 months of summer research: • 1 month = 1/12 = 8% effort • 2 months = 2/12 = 17% effort • 3 months = 3/12 = 25% effort • For portions of a month, use the decimal equivalent of the fraction (or the percent ) of the month and divide by 12 • ½ month = 50% of month = .5, so 0.5/12 = 4% effort • ¼ month = 25 % of month = .25, so 0.25/12 = 2% effort • 1/3 month = 33% of month = .33, so 0.33/12 = 3% effort

41. Effort Calculations Or… 50 ways to calculate one month

42. Workload Example • Dr. Dots has a workload that combines teaching and research • Dr. Dots has a 9 month academic year faculty appointment • Dr.Dots teaches 3 courses in the first semester and 2 in the second semester • Each course is 3 credits

43. CBA 11.9 12 credit contact hours or 18 teaching contact hours per week per semester constitutes a 100% workload for the semester for the academic year. Assignment of a workload of other credit-contact hours per week or teaching contact hours per week per semester will be prorated as a percentage of workload for the semester, e.g. 9 credit-contact hours per week per semester constitutes a 75% workload for the semester for the academic year; 6 credit-contact hours per week per semester constitutes a 50% workload for the semester for the academic year; 3 credit-contact hours per week per semester constitutes a 25% workload for the semester for the academic year.

44. Faculty Workloadmonthly distribution

45. How much is a month?

46. Workload Calculation

47. Dr. Dots Example • Dr. Dots has agreed to spend • 60% of his time (effort) performing research related activities, • 30% of his time providing instruction through teaching or advisement of students and • 10% of his time providing service to the public or the institution. • The total workload needs to total 100%.

48. Dr. Dots Example So this is good news. We only have 14% committed for Dr. Dots. We still have 46% left to commit or leave uncommitted.

49. Dr. Dots LAM Example

50. LAM example (left)