CREATE AND MANAGE GM ASSIGNMENTS

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1 Roles & Responsibilities Overview Monitor & Manage effort reporting at department/org level Communicate policy & process changes at school level Create and Manage GM assignments Perform GM Override CREATE AND MANAGE GM ASSIGNMENTS All certifiers (PIs) in a department must have a Grant Manager (GM) assignment. The Primary Effort Coordinator or Secondary Effort Coordinator (PEC/SEC) is responsible for assigning a GM. A Grant Manager can either be restricted or unrestricted. If a GM is restricted, their name appears in the Alternate Effort Coordinator column on the department dashboard next to the certifiers to whom they are assigned, the GM can only view and access the certifiers and associated statements to whom he or she has been assigned. An unrestricted Grant Manager can view and access all certifiers and statements in their department. By default, all GM s are restricted unless the PEC removes the restriction. Please note that FAS GM s must be set up as restricted. Steps to creating and managing Grant Manager assignments 1. Navigate to the department dashboard by clicking Manage>Department Dashboard 2. Select the appropriate department from the drop down menu and select Choose 3. Navigate to the Department Information Tab 4. Click on the notepad icon next to the GM s name to get to the Manage Assignment Screen 5. Under the Manage Grant Managers Assignments box select the PI/Certifier from the unassigned list and move the PI/Certifier to the assigned list. Please note that if a certifiers name does not appear in the unassigned list, it 1

2 is likely because they are already assigned to another Grant Manager You must first un assign them from one GM in order to assign them to a different GM. 6. When the PI/Certifier appears under the assigned certifier list, click Save When you click Save, the PI will appear in both the top and bottom boxes by default this means that the GM is now restricted to only seeing the assigned PI/Certifier(s). If the GM should be restricted, close the Managing Assignments screen. If the GM should not be restricted, you will need to remove the certifiers from the Restricted Box and then Re Save the record.** ** FAS PEC s, you will not have access to manage restrictions as all GM s are restricted by default. 2

3 GRANT MANAGER OVERRIDES By default, all accounts for a specific PI will be routed to that PI s primary department. However, if a particular account belongs to another department, it may be appropriate for the PEC of the owning department of the account to process a GM override in order to gain access to the account for effort reporting. Run the Project Status Report to ensure that all grant managers are assigned appropriately for the project statements in your department. If the PI Department is different than the Grant Department on the Project Status Report, you may want to setup a GM override. Assign grant manager overrides as needed to route quarterly project statements to the appropriate grant manager. Steps for processing GM overrides 1. Navigate to the Lookup page by clicking Manage>Lookup 2. In the search box, type in the account needing the GM override 3. Click on the specific account located under the Active Fund/Subactivity or Inactive Fund/Subactivity column to navigate to the Account Summary Page. Please note that all GM overrides must be completed on the Account Summary page. Please ensure that you are on the Account Summary page not the Fund Summary page. 3

4 4. To change the Grant Manger, click on the green plus sign next to the current Account Managers name 5. Search for the GM using their full name or HUID and select the appropriate individual and click to save. 4

5 6. To revert back to the original Grant Manager, click PEC/SEC Job Aid Roles & Responsibility Guide MANAGEMENT & MONITORING REPORTING Reports are divided into two categories: (1) Management and (2) Payroll/Cost Share. The data available and the limitations within the reports is based on the user role defined security within the system. Reports can be accessed by clicking on Reports on the tool bar. Click Report on the toolbar to access 5

6 Report Contents Parameters When to Run Certification Status Report (Annual) Project Status Report (Quarterly) Effort Statements on Hold (Annual) Project Statements on Hold (Quarterly) Access to: List of all annual/effort statements for PIs with a primary assignment in department Access to: List of all quarterly/project statements for accounts in department Access to: List of all effort statements that are on hold for the department Access to: Query displays all project statements that are on hold for the department Access to: List of all funds/accounts in department Available Status: Select all individual status(es) based on need Available Roles: N/A leave blank Search by statement type: Click annual and/or Supplemental/Summer Date by/dates: Input date range of FY OR Employee Type/Period: Annual/Select FY Available Status: Select all or individual status(es) based on need Date by/dates: Input date range of quarter During the certification period to monitor the status of certifications in specified statuses. During the certification period to monitor the status of certifications in specified statuses. Throughout the process to ensure the hold function is being used properly and certifiers are notified when statements are available for certification. Throughout the process to ensure the hold function is being used properly and certifiers are notified when statements are available for certification Department Account Payroll Adjustment Reconciliation Report Limitations: Cannot access quarterly statements of certifiers who do not have primary department assignment in department unless PEC is assigned as GM override Access to: List of all reopened statements & statements pending PAR review for all annual certifiers in the department Limitations: Results do not include project PAR information for accounts in department On demand to view department fund/account details. Throughout the process to track results of journal entries. Sponsored Project Activity Report Access to: List of all annual employees with a primary appointment in department whose computed or certified Effort exceeds the defined threshold Effort Type: Select Certified, Computed or Committed Threshold % 95% or school guidance Employee Type: Annual Period: Select FY Throughout the process to ensure maximum effort thresholds are compliant with the University or school specific policy. 6