Grant Effort Certification

1. Grant Effort Certification Project Update and Walkthrough January 22 – 10:00 AM

2. Team & Actions Team: All MAU Grants & Contracts Offices Various Research Intensive Departments Statewide Finance Statewide HR Statewide OIT ------------------- Actions: 3 Design Conferences Dozens of Department Meetings - Presentations

3. Certification Periods & Deadlines Fall 2012 - October 7 - January 12 Spring 2013 - January 13 - May 18 Summer 2013 - May 19 - August 24 -------------------------- Fall 2013 - August 25 - January11

4. Business Process Overview Set Up Effort Percentages in Payroll Review/Adjust Effort Over the Termmake adjustments along the way to reflect your effort if needed Review the Grant Effort Certification Statement write any adjustments so it accuratelyreflects the effort for the term Store the Grant Effort Certification Statement upload the statement electronically

5. Review & Adjust Over the Term Mid-Term Certification Report FGR2MTC Beginning of the Effort Period through Date of the Report ------------- Run monthly - or – Run anytime ------------- Run by TKL ------------- Run by Person

6. Parameters for Report FGR2MTC

7. Summary Info. This is listed on Certification Statement Detail Info. Funds & Labor Expense Listed Effort % Effort % Labor Charged

8. Adjusting Along the Way Change Effort in a Forward Motion discuss future work plans Adjust on the Paperless Job Process (PJP)changing future effort percentages Adjust on the Time Sheet changing effort percentage once Effort can be changed during a payroll period and it can reflect the percentages for a single week.

9. Effort Certification Statement Statements: FGR2CRT Certification Statements are individual forms Grants and Contracts will announce the week these should be run. Run by the department: • after the end of the certification period or • upon a researcher leaving Due 30 days after statements can be run

10. Parameters for the Statement Planned to be a pdf form. FGR2CRT

11. Certification Statement Mock-Up The date the statement is due. The name we want you to use. Where changes are written. Use whole percentages.

12. Completed Certification Statement

13. Storing the Documents Print – Write Adjustments – Sign The document is completeadjustments will need to be recorded. Scan – Save as .pdf or image Name document use the name listed on the document File original document in paper file or store electronic file securely. Precaution for new process

14. Sharepoint Sharepoint can be used as document storage and collaboration software. Signed statements are uploaded into Sharepoint Sharepoint is available to all campuses, is robust, is secure, has daily backups Eventually the statements will be pulled into On-Base

15. https://sharepoint.alaska.edu/gec This chevron hides another menu. You will only see your library listed. This front page has instructions. Permissions to the site will be controlled by Grants & Contracts.

16. Click on the right folder

17. Click +Add document Click Browse

18. Highlight file Click Open Click OK

19. File is loaded There is version control Departments can edit or reload a file. Only Grants and Contracts can delete a file.

20. Click on the name and the document comes up. You can print, save, zoom-in, zoom-out, etc.

21. Questions?