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ECERT. E lectronic C ertification of E ffort and R eporting T ool. Presented by Ashley Clipson and Alma Palazzolo. What is Effort Reporting?.

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  1. ECERT Electronic Certification of Effort and Reporting Tool Presented by Ashley Clipson and Alma Palazzolo

  2. What is Effort Reporting? • A person’s "effort" is all UCSD work performed over a defined period of time including research, teaching, service, clinical work, and administrative duties • Accepting an award creates a contractual obligation to certify the proposed effort after it has been completed Note: Effort reports are not the same as progress reports or timesheets ECERT

  3. Why Do We Need It? • To comply with federal regulations • To validate salary expense, which is the largest component of the direct costs on sponsored projects • To reduce risk from audit disallowances and loss of federal funding Requirements for Effort Reporting are defined in OMB Circular A-21 Guidelinesfor Cost Allowability for Educational Institutions. ECERT

  4. The UC Effort Reporting Initiative • The Berkeley, Davis, Los Angeles, San Diego and San Francisco campuses formed a partnership to develop and fund a system to protect UC from potential risk exposure • A joint system design and development effort enlisted all campus constituencies including departmental users, administrators, and University auditors • UCOP developed the final version ECERT

  5. Limitations of the Current PAR • Calculation Inaccuracies • Process Inefficiencies • Notifications Challenges • Inconsistent Reporting • Limited Data Accessibility • Auditing Constraints ECERT

  6. ECERT Features • Easy to Track Electronic Certifications • Web-based and Accessible Online 24/7 • Interactive with PPS and the Data Warehouse • Secure Access via UCSD’s Single Sign-On • Online Editing and Edit Checks • Ad hoc Reporting Capabilities • Maintains Historical Information ECERT

  7. Benefits of an Electronic System System Becomes “Office of Record” More Accurate Effort Report Calculations Accessible via any Internet Connection Effort Report Status Changes When a PET is Processed Eliminates Loss of Paper Effort Reports Tracks Timeliness of Completion Provides Ability to Drill Down to DOPE Data ECERT

  8. Project Schedule Jun. 2003 – UC System Development Began Dec. 2005 – Technical Integration at UCSD Began Aug. 2006 – Planning Phase/ECERT Kick-off Nov. 2006 – Beta Phase Began Jan. 2007 – Communications Phase Began Jan. 2007 – Pilot Go-Live Apr. 2007 – Pilot I Certifications Due Jul. 2007 – Pilot II Certifications Due Oct. 2007 – Pilot III Certifications Due Oct. 2007 – Go-Live Campus-Wide and Training Phase Begins Mar. 2008 – All-Campus Reports Produced Apr. 2008 – All-Campus Certifications Due ECERT

  9. UCSD’s ECERT Implementation Team • Mojgan Amini, Technical Lead • Karen Andrews, Physics • Jeff Barr and Tanya Kincaid, Ophthalmology • Mike Bloom and Yvette Obando, Psychiatry • Stephanie Burke, AMAS Advisor • Ashley Clipson, Business Lead • Mark Cooper, Project Lead • Wei Deng, Pharmacology • Philip Godfrey, Medicine • Lyle Kafader, Technical Advisor • April Liberto, OPAFS • Stephen Lopez, Bioengineering • Kerry Nare and Elise Jameson, School of Medicine • Alma Palazzolo and Joy Long, Super Computer Ctr ECERT

  10. Next Steps Invite us to your department to discuss your customized training plan and implementation strategy Visit the ECERT Site on Blink ECERT

  11. Questions? Contact Us At ECERT Helpdesk ECERTHELPDESK@UCSD.EDU ECERT

  12. The Effort Report ECERT

  13. The Effort Report (cont.) ECERT

  14. The Effort Report (cont.) ECERT

  15. The Effort Report (cont.) ECERT


  17. Support Channels Senior Management • Vice Chancellors, Deans, and Department Heads • Standardized Consequences for Non-Compliance Departmental • MSOs/DBOs serve as departmental implementation project leads to ensure that needs are met Institutional Infrastructure • Department-specific training will be provided • ECERT Helpdesk available during business hours • Office for Post Award Financial Services ECERT

  18. Routing and Notification Process for 1st Campus Cycle OCT 07 -DW and PPS Data Collected NOV 07 -DW and PPS Data Collected and Loaded DEC 07 -DW and PPS Data Collected and Loaded JAN 08 -DW and PPS Data Loaded -Department Reviews Ledger and DOPEs -Department Submits PETs (if needed) FEB 08 -PPS Data Loaded with PETs MAR 08 -Effort Reports are Generated -System Sends Email Notice to Reviewers -Reviewers Adjust Effort Reports (if needed) -Reviewers Notify PIs Reports are Ready APR 08-PIs Certify Effort Reports -Reviewers Track Outstanding Effort Reports ECERT

  19. Training Plan • Customized Training for Each Department Begins in October 2007 • Online Training Available for Reference • Staff-Education Classes • Security Administrators • Assigned Reviewers • Certifiers ECERT


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