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Operational Excellence in Effort Reporting Phase 3 Testing Information Meeting: June 20 - 22, 2012

Operational Excellence in Effort Reporting Phase 3 Testing Information Meeting: June 20 - 22, 2012. Vision Statement: Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden. Agenda. Phase 3 Testing Objectives.

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Operational Excellence in Effort Reporting Phase 3 Testing Information Meeting: June 20 - 22, 2012

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  1. Operational Excellence in Effort ReportingPhase 3 Testing Information Meeting: June 20 - 22, 2012 Vision Statement: Implement a compliant, streamlined, electronic effort reporting process that reduces administrative burden.

  2. Agenda 2

  3. Phase 3 Testing Objectives 3 • Simulate the “real life” effort reporting process using the following tools to determine if we are implementing an overall process that is streamlined, compliant and understandable: • Role-based testing scenarios organized by activities: • Pre-review • Certification • Post-Certification • Oracle applications—including reports and Discoverer queries • Effort Certification and Reporting Technology (ecrt)

  4. Phase 3 Testing Objectives 4 • View the following data in ecrt to decide if it meets expectations or if it needs to be updated before user acceptance testing: • Cost share awards • Committed effort • E-mail addresses • Actual department names and job titles for SUNY employees • Role assignments, e.g., effort coordinators and proxy certifiers

  5. Phase 3 Testing Objectives 5 • Determine if the following are ready for user acceptance testing: • Source data • Use of reports • ecrt features • Appearance of effort statement • System settings (configurations)

  6. Phase 3 Testing Status 6 • Central office is still preparing the environment • Uploading and validating data • Assigning primary effort coordinator and effort coordinator roles and rights • Entering effort reporting periods of performance • Assigning proxy certifiers • Each campus will receive an information package when their environment is ready • We anticipate sending this package the beginning of July • You will have the month of July to perform the test scenarios

  7. Phase 3 Testing Status 7 • The information package will include: • URL needed to access environment • Usernames and generic passwords for each tester • Test scenarios and testing summary document • Testing calendar • Understanding the Data document • Campus effort reporting periods of performance • Simple instructions and tasks for campus testers who have not used ecrt (department administrators)

  8. Understanding the Data Files 8

  9. Understanding the Data Files 9

  10. Objective 1: Test Scenarios 10 • Test scenarios are designed to more closely reflect the effort reporting process • E-mail/workflow functionality not enabled for Phase 3 testing • Single sign-on authentication not enabled for Phase 3 testing • Test scenarios include action steps to take in Oracle and ecrt • Role-based to reflect tasks performed by different roles • Organized into activities: Pre-review, certification and post certification • Refer to the “List of Phase 3 Scenarios and Testing Summary Template” Word document • Any comments or suggestions about using this as a testing summary?

  11. Objective 1: Test Scenarios 11 • Test scenarios include the following sections : • Purpose • Relevance to effort reporting process • Steps in Oracle and ecrt • Corrective actions • Refer to sample test scenarios: • 9: Place an Individual Effort Statement or a Group of Effort Statements on Hold • 21: Certify an Effort Statement for Projects at Multiple Campuses • We would appreciate your feedback: • Does this help you put ecrt tasks in context of effort reporting process? • Any suggestions about the format?

  12. Objective 2: Data Validation 12 • Oracle is the source system for all effort reporting data • ecrt is a repository that displays Oracle data • Phase 3 testing is the opportunity to review and correct any data in Oracle: • Cost share awards • Consistent campus naming convention for all cost share awards • No missing cost share awards • Committed effort data • First time we are seeing this in ecrt • E-mail addresses for all users • Actual department names and job titles for SUNY employees

  13. Objective 2: Assignment Validation 13 • Phase 3 testing also provides the opportunity to review the staff assigned to various roles in ecrt: • Campus administrator • Primary effort coordinator • Effort coordinator—campus sponsored programs office • Effort coordinator—departmental administrator • Self-certifier • Proxy certifier • Questions to ask: • Do I need to change someone’s role? • Do I need to add someone? • Are all my faculty and others who certify effort in ecrt? • Goal is to have this finalized for user acceptance testing

  14. New Effort Reporting Roles 14 • Campus administrator • “Owner” of ecrt for their campus • Responsible for high-level effort reporting process • Primary effort coordinator • Overall responsibility for effort reporting process and ecrt • Receives all the help e-mails and effort processing tasks for assigned departments • E-mails generated from Get Help button from an individual’s effort statement • Campus generic effort reporting mailbox can be copied • A campus may have multiple primary effort coordinators but only one primary may be assigned to a department

  15. New Effort Reporting Roles 15 • Effort coordinator—campus sponsored programs office • Responsible for monitoring, managing and handling the day-to-day ecrt tasks • Multiple effort coordinators may be assigned to a department • Effort coordinator—departmental administrator • Overall responsibility for effort reporting process and ecrt for assigned department(s) • Self-certifiers • Individuals responsible for certifying their effort in ecrt • May be responsible for certifying effort for their research staff • Proxy certifier • Delegated to certify effort for another individual in ecrt • Must have firsthand knowledge

  16. New Effort Reporting Roles 16

  17. Campus Support 17 Direct all questions to: effort@rfsuny.org The staff member below will respond to your questions:

  18. Reminder 18 Certification of effort statements for 2012

  19. Next Steps 19 • Campus: • Send us any comments about the test summary and test scenarios as soon as possible • Campuses should complete data validation/clean up and final role assignments by July 31, 2012 • Central office • E-mail the information package in early July • Schedule the next project team call for Wednesday, July 18 • Send questions or comments to effort@rfsuny.org

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