ecrt System 4.5 Training

ecrt System 4.5 Training

The Work List The Work List is displayed immediately after you log into the system. This screen lists the tasks that require attention. The Statements Awaiting Certification list shows you all the statements for which you have certification responsibility. Once you certify the line(s) on the statements for you are responsible, the statements will no longer appear on the list. Selecting the button in the PI column will display a list of all PIs that are related to the statement and that have not completed the certification task for that statement 2

Associated Certifiers tab Only uncertified effort statements of individuals assigned to the Effort Coordinator s department will show up in the Associated Certifier list by default. The Associated Certifier list will expand to include all individuals with payroll or cost share on awards/accounts in the Effort Coordinator s department. Similar to the Statements Awaiting Certification tab, the user can select a person or statement to review and will be directed to the effort statement page. 3

The Effort Statement 4

The Effort Statement continued. The Active list shows you and everyone that is currently related to you. If PI has researchers to certify: Once the PI has certified their portion of the statement, it will drop off their Active list It will not appear on the EC s Recently Completed list until all associated PI s certified on that statement Select All You have the ability to select all the people in the viewed list at one time. This tool is most useful when you wish to review and/or certify multiple statements at one time. Selecting this icon highlights all the people in the active list that have statements that are in a Not Certified status. The top right pane on the Effort Statement page displays information about the owner of the statement. In this pane, you will find the Historical list (Note: No historical data will be available until the Summer 2014 for Spring 2014 certification). 5

Recently Completed The Recently Completed list shows related people that have effort statements for the current Period of Performance that have been certified. To appear in the Recently Completed list, the statement must cover the Period of Performance that is being certified and the certification must be performed during the open Certification Period. If either of these criteria is not met, the statement owner will appear in the Active list, not the Recently Completed list. A person will appear in only one of the Active and Recently Completed lists. 6

The Effort Statement continued. Message Box Below the header is a message box that will appear under certain circumstances. Examples: WARNING - You cannot certify this Effort Statement because you do not have the right to certify Statements. INFO This Effort Statement has multiple certifiers. Only lines that require your certification can be accessed INFO Check all certify checkboxes to show the certify button. *The System will NOT allow you to certify unless all boxes are checked and Certified Effort totals 100%* HOVER OVER Users can now see the PI contact IMPORTANT TO NOTE: Effort coordinators can view the entire statement, but can only certify non- sponsor accounts for non-certifiers for their department if needed. Certifiers can only certify for their researchers of which they are the PI or Co-PI 7

Notes When should I use the Notes section? Supporting Documentation: o epafs that effect distribution o Journal transfers that effect distribution o Cost share certifications o Any and all relevant information that effects the effort statement Need help? Click the Get Help and an e-mail will be sent to the PI s effort coordinator! 8

Run Reports The Run Reports icon allows you to run selected reports. Figure Run Reports Hover Over Select the icon to view the reports that are available. List of Reports Accessible from the Effort Statement To run a report, select the report from this list. The report will open in a new browser window. 9

Proxy and Designee If the user is assigned as a Proxy for an individual, the individual for whom the user is assigned as the Proxy appears in the Work List. An icon appears next to the individual s name to indicate the proxy relationship Likewise, anyone that is related to an account on which the user is or was a Designee also appears in the user s Work List on the Home Page. A scroll icon appears next to those individuals that are related to the user through a Designee relationship. 10

Effort Tasks tab This tab contains the list of tasks that the EC is responsible for resolving. The tab will appear only if the EC has effort tasks assigned. 11

Processing the Statement After the researcher has certified, it will be routed to the Effort Coordinator for review and processing. You may see the following feature: This yellow highlight indicates that the certified effort does not match the commitment level. Important to Note as EC: Effort coordinators can view the entire statement, but can only certify non- sponsored accounts for their department if needed. When processing the statement, ensure that Certified Effort is equal to or greater than Payroll for Sponsored Projects o If payroll does not reflect the correct effort, then a payroll transfer is needed. Contact your PI to verify the data before initiating a payroll transfer. If the certifier is the PI or Co-PI of a project, they MUST certify effort on that project. This effort should come from a non-sponsored account. 12

Other Resources: Look Up Page Use the look up feature in the upper right corner to search for a specific user in your department. Users can enter employee name, employee ID, alternate ID, department name, department number, account name, or account number to see results. When the text entered produces a single result, regardless of the whether that result is a person, department, or account, the application will automatically direct the user to the appropriate page for that entry. In the example below, the user has entered a search term that yields two results a department and an active account: Input your search criteria At this point, you have two choices either select the correct result to be taken to the appropriate page or enter more text to get a single result. As more text is entered the results are reduced to one.

Other Resources, continued: Department Dashboard Use the department dashboard to view information about your department. SPES Report The SPES (Sponsored Project Employee Summary) Report lists all employees that had salary charged to a specific Project. This report allows certifiers and Effort Coordinators to review the employees that were paid from the grant, verify the accuracy of the charges, and make changes if necessary. You must enter the Project name in the quick search field and select 'Active' or 'Inactive'. You also may enter a date range either by month or employee type, which will search by period of performance. You can also access the SPES report by using the Look-Up feature!

Should you have any questions before, during or after the certification process, please contact us: Daniel Sierra 407.882.2015 Daniel.Sierra@ucf.edu