Effort Management:Effort Management:New ReportsNew Reports

July 2009July 2009

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OverviewOverview

Changes to existing reportsChanges to existing reports Payroll Distribution Confirmation (PDC) Payroll Distribution Confirmation (PDC)

reportsreports

New ReportsNew Reports ITD Commitment Balance ReportITD Commitment Balance Report Effort Commitment Scheduling ReportEffort Commitment Scheduling Report

CatalystCatalyst Policy on Commitment of Effort on Federally Policy on Commitment of Effort on Federally

Sponsored AwardsSponsored Awards Cost Sharing Cost Sharing

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Quick RefresherQuick Refresher

For proposals submitted on or after April 1, 2008:For proposals submitted on or after April 1, 2008:

PI effort commitment is required on almost all PI effort commitment is required on almost all federal proposals (either funded or committed federal proposals (either funded or committed cost share)cost share)

If awarded, committed effort (including cost If awarded, committed effort (including cost share effort) must be tracked share effort) must be tracked

Reductions in effort of 25% or more of the Reductions in effort of 25% or more of the original commitment require sponsor original commitment require sponsor priorprior approvalapproval

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Quick RefresherQuick Refresher

Cost share PTA must be established for all Cost share PTA must be established for all effort cost sharingeffort cost sharing

Cost share effort commitments must be Cost share effort commitments must be separately identified and certified to in the PDC separately identified and certified to in the PDC processprocess

Discrepancies between effort committed and Discrepancies between effort committed and salary charged may result in ‘after-the-fact’ salary charged may result in ‘after-the-fact’ cost sharing obligations cost sharing obligations – A separate cost share account and PDC certification is A separate cost share account and PDC certification is

also required for this type of cost sharingalso required for this type of cost sharing

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Payroll Distribution Payroll Distribution ReportsReports For all newer* awards, the Faculty PDC report For all newer* awards, the Faculty PDC report

will include information on % of effort will include information on % of effort (including cost share effort) committed (including cost share effort) committed

– This is This is for information purposes onlyfor information purposes only Reasonableness check for PDC Reasonableness check for PDC

Note that this is the most recent % of effort for the Note that this is the most recent % of effort for the period covered by the report (NOT an inception-to-period covered by the report (NOT an inception-to-date %), date %),

If the effort % and the salary % are not the same If the effort % and the salary % are not the same further research may be required further research may be required

* Awards made as a result of proposals submitted after April 1, 2008* Awards made as a result of proposals submitted after April 1, 2008

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Payroll Distribution Payroll Distribution Reports: ChangesReports: Changes For all newer* awards where cost sharing accounts For all newer* awards where cost sharing accounts

have been established to track effort committed as have been established to track effort committed as cost share:cost share:

– The cost share PTA will be separately identified on the The cost share PTA will be separately identified on the PDC reportPDC report

– The % of salary actually charged to the cost share award The % of salary actually charged to the cost share award will be listed will be listed

– Certifying the PDC report includes certifying to the cost Certifying the PDC report includes certifying to the cost share effort (keep in mind when considering cost share effort (keep in mind when considering cost transfers from, or to, a cost share PTA at a later date)transfers from, or to, a cost share PTA at a later date)

* Awards made as a result of proposals submitted after April 1, 2008* Awards made as a result of proposals submitted after April 1, 2008

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ITD Commitment ITD Commitment Balance ReportBalance ReportPurpose:Purpose: To help manage effort commitments over the life of an awardTo help manage effort commitments over the life of an award

– Lists all effort commitments made to a sponsor, by time period, Lists all effort commitments made to a sponsor, by time period, over the life of an award, as well as inception-to-date salary over the life of an award, as well as inception-to-date salary chargescharges

Total effort committed %Total effort committed %– includes both sponsor funded includes both sponsor funded andand cost shared effort cost shared effort

CS Effort Committed %CS Effort Committed %– Breaks out the cost share commitment from the total effort Breaks out the cost share commitment from the total effort

committedcommitted

Salaries Charged To Sponsored Award %Salaries Charged To Sponsored Award %– A cumulative figure for the date range listedA cumulative figure for the date range listed– Averages out fluctuations over the date rangeAverages out fluctuations over the date range

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Effort Commitment Effort Commitment Scheduling ReportScheduling Report

PurposePurpose– Quick checklist comparing total Quick checklist comparing total

effort committed to an award to the effort committed to an award to the current LD labor schedulingcurrent LD labor scheduling

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Lastly…Lastly…

CaveatCaveat– These reports may not work well for These reports may not work well for

NIH Program Project AwardsNIH Program Project Awards

Feedback welcomeFeedback welcome– Tracey, Urmila, David, MichelleTracey, Urmila, David, Michelle

AccessAccess

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ScenariosScenarios

1.1. Old award, no effort commitment. <nothing shown Old award, no effort commitment. <nothing shown on Cognos reports>on Cognos reports>

2.2. New award with commitment, no cost share, effort New award with commitment, no cost share, effort committed=salary charged.committed=salary charged.

3.3. New award with commitment, no cost share, effort New award with commitment, no cost share, effort committed > salary charged, over 25% reduction.committed > salary charged, over 25% reduction.

4.4. New award with commitment, incl. cost share, effort New award with commitment, incl. cost share, effort committed > salary charged, under 25% reduction.committed > salary charged, under 25% reduction.

5.5. New award with commitment, no cost share, effort New award with commitment, no cost share, effort committed < salary charged.committed < salary charged.

6.6. New award with commitment, cost share only, effort New award with commitment, cost share only, effort committed = salary charged. <commitment not committed = salary charged. <commitment not shown on PDC because it is captured on main>shown on PDC because it is captured on main>

7.7. Commitment in future period. <nothing shown on Commitment in future period. <nothing shown on PDC>PDC>

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