ECERTElectronic Certification of Effort and Reporting Tool

Presented by Ashley Clipson and Alma Palazzolo

3/28/07 ECERT

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 WeeklyProject Hours

Average WeeklyUCSD Hours

% Project Effort

• 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

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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.

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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

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Limitations of the Current PAR

• Calculation Inaccuracies

• Process Inefficiencies

• Notifications Challenges

• Inconsistent Reporting

• Limited Data Accessibility

• Auditing Constraints

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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

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Benefits of an Electronic System

Effort Report Status

Changes When a PET is

Processed

Provides Ability to Drill

Down to DOPE Data

More Accurate

Effort Report Calculations

Eliminates Loss of Paper

Effort Reports

Tracks Timeliness of Completion

System Becomes “Office of Record”Accessible

via any Internet

Connection

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Project Schedule

Jun. 2003 – UC System Development BeganDec. 2005 – Technical Integration at UCSD BeganAug. 2006 – Planning Phase/ECERT Kick-offNov. 2006 – Beta Phase BeganJan. 2007 – Communications Phase BeganJan. 2007 – Pilot Go-LiveApr. 2007 – Pilot I Certifications DueJul. 2007 – Pilot II Certifications DueOct. 2007 – Pilot III Certifications DueOct. 2007 – Go-Live Campus-Wide and Training

Phase BeginsMar. 2008 – All-Campus Reports ProducedApr. 2008 – All-Campus Certifications Due

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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

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Next Steps

Invite us to your department to discuss your customized training plan and implementation strategy

Visit the ECERT Site on Blink

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Questions?

Contact Us At

ECERT HelpdeskECERTHELPDESK@UCSD.EDU

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The Effort Report

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The Effort Report (cont.)

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The Effort Report (cont.)

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The Effort Report (cont.)

QUESTIONS?

ECERT

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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

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Routing and Notification Process for 1st Campus Cycle

OCT 07 -DW and PPS Data CollectedNOV 07 -DW and PPS Data Collected and LoadedDEC 07 -DW and PPS Data Collected and LoadedJAN 08 -DW and PPS Data Loaded

-Department Reviews Ledger and DOPEs -Department Submits PETs (if needed)

FEB 08 -PPS Data Loaded with PETsMAR 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

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Training Plan

• Customized Training for Each Department Begins in October 2007

• Online Training Available for Reference

• Staff-Education Classes• Security Administrators• Assigned Reviewers• Certifiers

THANK YOU

ECERT