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eFECS MRAM October 11, 2012

eFECS MRAM October 11, 2012. Electronic Faculty Effort Certification & Cost Sharing (eFECS). Gwen Trentham Michael Anthony eFECS Project Manager Executive Director UW Information Technology Management Accounting & Analysis. Agenda. Time Savings to Campus Survey results

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eFECS MRAM October 11, 2012

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  1. eFECSMRAMOctober 11, 2012 Electronic Faculty Effort Certification & Cost Sharing (eFECS) • Gwen Trentham Michael Anthony • eFECS Project Manager Executive Director • UW Information Technology Management Accounting & Analysis

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

  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

  4. Risk Assessment ResultsAreas 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

  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.

  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

  7. Roadmap Feedback SessionsStay 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

  8. High Level Cost Share Life Cycle • Opportunities: • Reduce Administrative Burden & Improve Usability across business process • Automate Cost Share Addendum Addendum • Automate Documentation & Cost Share Updates

  9. eFECSWhat’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: Administrative Burden Compliance Risk

  10. Questions?eFECS@uw.edu

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