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ECERT Electronic Certification of Effort and Reporting Tool Presented by Ashley Clipson and Alma Palazzolo 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 Average Weekly Project Hours % Project Effort Average Weekly UCSD Hours • 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 3/28/07 ECERT 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 Guidelines for Cost Allowability for Educational Institutions. 3/28/07 ECERT 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 3/28/07 ECERT Limitations of the Current PAR • Calculation Inaccuracies • Process Inefficiencies • Notifications Challenges • Inconsistent Reporting • Limited Data Accessibility • Auditing Constraints 3/28/07 ECERT 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 3/28/07 ECERT Benefits of an Electronic System Accessible via any Internet Connection Eliminates Loss of Paper Effort Reports 3/28/07 System Becomes “Office of Record” More Accurate Effort Report Calculations Provides Ability to Drill Down to DOPE Data Effort Report Status Changes When a PET is Processed Tracks Timeliness of Completion ECERT Project Schedule Jun. 2003 – Dec. 2005 – Aug. 2006 – Nov. 2006 – Jan. 2007 – Jan. 2007 – Apr. 2007 – Jul. 2007 – Oct. 2007 – Oct. 2007 – Mar. 2008 – Apr. 2008 – 3/28/07 UC System Development Began Technical Integration at UCSD Began Planning Phase/ECERT Kick-off Beta Phase Began Communications Phase Began Pilot Go-Live Pilot I Certifications Due Pilot II Certifications Due Pilot III Certifications Due Go-Live Campus-Wide and Training Phase Begins All-Campus Reports Produced All-Campus Certifications Due ECERT UCSD’s ECERT Implementation Team • • • • • • • • • • • • • • 3/28/07 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 Next Steps Invite us to your department to discuss your customized training plan and implementation strategy Visit the ECERT Site on Blink 3/28/07 ECERT Questions? Contact Us At ECERT Helpdesk [email protected] 3/28/07 ECERT The Effort Report 3/28/07 ECERT The Effort Report (cont.) 3/28/07 ECERT The Effort Report (cont.) 3/28/07 ECERT The Effort Report (cont.) 3/28/07 ECERT ECERT QUESTIONS? 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 3/28/07 ECERT 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 3/28/07 ECERT Training Plan • Customized Training for Each Department Begins in October 2007 • Online Training Available for Reference • Staff-Education Classes • Security Administrators • Assigned Reviewers • Certifiers 3/28/07 ECERT ECERT THANK YOU