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Online Certification MRAM June 12, 2012. Electronic Faculty Effort Certification & Cost Sharing ( eFECS ) . Gwen Trentham Michael Anthony eFECS Project Manager Executive Director UW Information Technology Management Accounting & Analysis. Agenda. DHHS Salary Cap Changes

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online certification mram june 12 2012

Online CertificationMRAMJune 12, 2012

Electronic Faculty Effort Certification & Cost Sharing (eFECS)

  • Gwen Trentham Michael Anthony
  • eFECS Project Manager Executive Director
  • UW Information Technology Management Accounting & Analysis
agenda
Agenda
  • DHHS Salary Cap Changes
    • System Changes
    • Business Process Requirements
  • Online Certification Rollout Results
  • Online Certification survey
  • What is next for eFECS?
dhhs salary cap changes
DHHS Salary Cap Changes
  • Benefits
    • 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.
    • Maintain current compliance levels
dhhs salary cap changes1
DHHS Salary Cap Changes
  • System Changes
    • Grant Flag 08 updated in MyFD
    • Effort report recognizes and applies specific salary cap calculation based on budget
    • Effort report displays expanded salary cap calculation information
  • Tools

Revised Salary Cap calculator

http://f2.washington.edu/fm/maa/fec/fectools

dhhs salary cap changes fec salary cap detail information
DHHS Salary Cap ChangesFEC Salary Cap detail information

Description of Salary Cap Type

Description of Salary Cap Amount

dhhs salary cap changes business process requirements
DHHS Salary Cap ChangesBusiness Process Requirements
  • Primary options for tracking differential salary caps under a single project:
  • 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.
  • Do not establish separate budget/sub budget.
    • eFECS only calculates one cap per budget for a given FEC cycle
    • FEC adjustments will be required.
dhhs salary cap changes business process requirements1
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

dhhs salary cap changes business process requirements cont
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
    • Departmentmust 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

dhhs salary cap changes business process requirements2
DHHS Salary Cap ChangesBusiness Process Requirements
  • Comparison of Options – Sub Budget NOT Used:

Departments must track budgets that are subject to both caps

Departments must make FEC Salary Cap Cost Share Adjustments

dhhs salary cap changes business process requirements3
DHHS Salary Cap ChangesBusiness Process Requirements
  • Comparison of Options – Sub Budget Used:

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

online certification rollout
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
online certification survey coming soon
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
what is next for efecs
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