operational excellence in effort reporting conference call: march 21, 2012 vision statement:...
TRANSCRIPT
Operational Excellence in Effort ReportingConference Call: March 21, 2012
Vision Statement:Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.
Agenda
Topic
Phase 1 System Testing Issues Anne Connolly
Campus Feedback: Phase 1 System Testing Campus Team
Extra Service Donna Kiley
IFR/Cost Sharing Department Mark Abbey
Testing Timeline and Objectives Anne Connolly
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Phase 1 System Testing Issues
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Issue Cause SolutionMissing principal investigators (self-certifiers)
There was an issue uploading the certifier file to ecrt and the work around was to create an “Exclusion Department.” The missing people were placed in that department.
There will not be an exclusion department in the upcoming testing phases. All PIs should be listed.
Self-certifiers with effort more than 100 percent
This occurs when rounding effort statements to whole numbers—particularly when a setting is in place to round effort up to 1 percent.
Campus may decide to round to the hundredths instead of whole numbers.
Attachments1.No effort coordinator task created2.Not able to upload Word or Excel file
1. There was an issue with the Attachment functionality.
2. You are not able to upload non-image files to ecrt as a security precaution to prevent malware.
1. The effort coordinator task issue was fixed for the Phase 2 System Testing environment.
2. Training/user help materials will include instructions that attachments must be in gif, jpg, tiff or PDF format.
Payroll Report A software upgrade to the TEST environment causes the Payroll Report to load slowly or not at all.
This issue will be resolved for the Phase 2 System Testing
Payroll suspense items Current RF process Central office is still researching payroll suspense and this will be a discussion item on a future call
Campus Feedback: Phase 1 System Testing
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CNSE University at Albany Binghamton University University at Buffalo Stony Brook University Upstate Medical University SUNY Downstate Medical Center SUNY ESF SUNY New Paltz Buffalo State College
Extra Service: Current Process
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Employee Type Earnings Element Expenditure Type Oracle Effort Statement
RF employee Extra Service RF • SWR Regular Exempt Extra Serv
• SWS Summer Exempt Extra Serv
Not Included
SUNY IFR employee
Period Salary 1 • SWR Regular Exempt Extra Serv
• SWS Summer Exempt Extra Serv
Included *
* Extra service payments are manually removed to correct the Oracle effort reports
Extra Service Discussion
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Discussion item Is incidental work the same as extra service? Is extra service different than individual’s base duties (different job)? Is it incidental when extra service payments can be up to 20 percent
of an individual’s salary?
OMB Circular A-21, Section J.10.a Compensation for incidental work is not required to be included in the system utilized to report effort provided such work is separately identified and documented in the institution's financial
management system.
Extra Service
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If we do not certify extra service: Both employee types would be handled in the same manner The ecrt data feed would be modified to exclude the extra service
expenditure types Effort reporting policy would be updated
If we do certify extra service: Both employee types would be handled in the same manner The ecrt data feed would be modified Effort reporting policy would be updated ecrt offers supplemental effort statement functionality
Extra Service: ecrt Solution
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Base effort statement Statement for an individual’s institutional base salary Extra service charges would not be included for RF or SUNY IFR
employees SWR Regular Exempt Extra Serv SWS Summer Exempt Extra Serv
Non-IBS effort statement Supplemental statement for an RF or SUNY IFR employee’s extra
service SWR Regular Exempt Extra Service SWS Summer Exempt Extra Serv expenditure
Would not include institutional base salary Nonsponsored activity would be auto-processed
For example: Extra service payments from RF-Funded accounts
IFR/Cost Sharing Department
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The issue: SUNY employees are assigned to the “SUNY IFR Cost Sharing”
department in the Oracle people file SUNY employees have a “No Job Required” job title SUNY-monthly employees are included in this department in
ecrt during the academic year when their salary charges are reimbursed to SUNY via the income fund reimbursable process Required Oracle set up for SUNY payroll processing
SUNY-monthly employees that are paid by the RF during the summer will show up in their regular department in ecrt for that period
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Oracle HR Assignment Form/Flexfield
IFR/Cost Sharing Department
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Proposed solution:
Leverage the assignment flexfield to capture department and job title information
Flexfield would be made accessible to all campus locations
Scope of Work
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Estimated Timeline
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Collecting e-mail addresses, department assignments and job titles for SUNY staff
Updated ecrt Timeline
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3/1/2012 6/30/2012
4/1/2012 5/1/2012 6/1/2012
3/26/2012 - 4/9/2012Phase 2 Testing
4/16/2012 - 4/30/2012Phase 3 Testing
5/7/2012 - 5/21/2012User Acceptance Testing
6/1/2012ecrt Production
Environment Live
6/15/2012Pre Review for
Spring 2012 Begins
5/21/2012 - 6/30/2012End User Training
3/5/2012 - 3/19/2012Phase 1 Testing
Phase 2 System Testing
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Phase 2 March 26 – April 9 Anticipate sending testing package
on Friday, March 23 Resolution of Phase 1 issues
There will be NO exclusion department
New test scripts Effort coordinator assignments based
on campus input More user management 3 employee types: SUNY-Monthly,
RF-Biweekly and RF-Non Exempt employees
March 2012
Sun Mon Tues Wed Thur Fri Sat
18 19 20 21 22 23 24
25 26 27 28 29 30 31
April 2012
1 2 3 4 5 6 7
8 9 10 11 12 13 14
Phase 3 System Testing
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Phase 3 April 16 - 30 Resolution of Phase 2 issues Will include:
Committed effort Fall 2011 – March 2012 data Actual department names instead of
SUNY IFR/Cost Sharing Campus-specific changes and
configurations Instructions for retroactive payroll
distributions More refined effort coordinator roles
and assignments
April 2012
Sun Mon Tues Wed Thur Fri Sat
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30
User Acceptance Testing
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UAT May 7 - 21 Resolution of Phase 3 issues Will walk through the entire ecrt
workflow process Refined assignments for Effort
Coordinators, Self-Certifiers, Proxies E-mail testing All data should represent what will
be in the production environment
May 2012
Sun Mon Tues Wed Thur Fri Sat
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
Summary
Minutes from this meeting will be posted on the
Operational Excellence in Effort Reporting Web page
Direct questions to:Anne ConnollyProject [email protected](518) 434-7240
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