Kansas University Medical Center ecrt Department Administrator Training June 2008
KUMC Process Timeline Effort Reporting Period 3 Week Pre-Review Period 3 Week Certification Period Post Certification Period Department Adminstrator Collect Payroll & Adjustments Pre Review Period Activity Prepare & Agree Process Post Certification Activity Certifier Certify Personal Effort Certify Effort Of Supporting Individuals 2
ecrt Basic Information
ecrt Basic Information System Navigation To access ecrt you will navigate to the provided link and sign onto the KUMC Central Authentication Server. Use your standard KUMC network user name and password to sign on to the system. Any person who has access to the CAS network from an offsite location can also log into the ecrt system. 4
ecrt Basic Information Home Page This screen serves as an entry point to all system functions and offers links to a variety of resources to assist users with effort reporting. The Effort Lifecycle image shows three main sections of the system, with navigational links appropriate to the user s role. 5
ecrt Basic Information Effort Lifecycle Links Section Link Description Manage Effort Tasks Displays a list of all outstanding Tasks for the Department Administrator. These include processing certifications, sponsor letter notices, and cost transfers. Department Dashboard Displays the active department, and all the associated individuals and accounts. Main entry point for Department Administrators. Data & Workflow Add Cost Sharing View Reports Allows the user to add cost share transactions to individuals in their departments. Displays the standard reports menu, allowing the running or exporting of built in reports. IQ Tool Displays the special reports that have been designed at KUMC to supplement standard reports. Effort statements on Hold Allows user to place multiple effort statements On Hold at once. Displays all effort statements that are currently On Hold - related to that Department Administrator. Certify / View My Effort Displays the current effort statement of the individual logged into the system View My Historical Effort Displays the historical effort statements for the individual logged into the system Certification Effort Recertification Used to re-open an effort statement that has been certified and as an entry point to historical effort statements. Certify My Researchers Used by PIs to certify the effort of individuals who work on their projects. View the Researchers of a PI Used to display all of the researchers associated with a selected PI 6 Administration Manage Users Used to review demographic information about users, as well as to assign a proxy for a user.
ecrt Basic Information Online Help Most screens contain a help icon available in the upper right corner, under the Logout option. Clicking this button will bring up a separate window containing help on the portion of the system currently being worked in. 7
ecrt Basic Information Search Boxes At various points in the application, a data entry box is presented. The system will search on the character string that is entered, and return all items that include the string entered. The user can then select from among the choices by clicking on a selected choice. All search boxes use this methodology. The user types in a minimum of three characters (letters or numbers) from the intended result, and then pauses for a few seconds. The program will query the database, and download a list of matches to the search text, which appears in a blue box under the search box. 8
ecrt Basic Information Search Boxes The user puts the cursor on the intended result, and clicks the mouse or hits the enter key. If the list contains more than a few choices, arrows will appear at the top and bottom of the list. Clicking the arrows will scroll through the list of choices. If a longer search string is entered, a shorter list of options is presented. The system works faster with a number search so a department number, or employee number, or segment of a number may produce a faster search result. 9
Manage Users
Manage Users To navigate to the Manage Users page, select the link from the ecrt home page. 11
Manage Users Enter the user s name into the search bar to see their details. Here you can see the basic user demographic information, as well as email addresses, and department relationships. The top arrow is pointing at the icon that allows you to edit the demographic information. 12 The bottom arrow points to the icon which allows you to associate the user with a department other than their home department. Doing this will allow Department Administrators in other departments to see their effort statements and related information.
Manage Users On the bottom of the manage users page, there are two sections. The first lists the awards the user is related to. These relationships are established either via the certifier file (as a PI), or from payroll. The next section is the roles assignments. Users can be assigned to as many roles as are appropriate. Roles govern access security and will be assigned by Central Administration. 13
Department Administrator Roles The Department Administrator 1 and Department Administrator 2 are similar roles in that they both are given access across their assigned departments and can utilize the same reports and system features in managing their departments. The difference between an Department Administrator 1 and Department Administrator 2 is that an Department Administrator 2 CANNOT: Certify the Effort Card of a member of their department Every department will have ONE Primary Department Administrator. This designation is made in the Department Dashboard. The Primary Department Administrator will be responsible for the Manage Effort Tasks function in ecrt, which is where they will process the certifications and payroll adjustments within their department. 14
Department Dashboard
Department Dashboard Home Page To access the Department Dashboard page, select the Department Dashboard link. If you have only one department for which you are an Department Administrator, you will be taken directly to the Department Dashboard page for that department. 16 16 If you are associated with multiple departments, you may be prompted with a department search box. You will have to enter the name or number of the department that you wish to review. Once you select the correct department from the list, you will be taken to the following screen.
Department Dashboard The Department Dashboard page presents all of the information that an Department Administrator needs to manage the effort certification process for a department. The first section of the screen shows a summary chart of the status of the Department s certification statements. For each status, it shows the number of individuals in the status, and percentage of total in each status. Every effort statement in the system is tagged with a particular status, which changes as it moves through the system. Note: These totals reflect the most recent certification period. When a new certification period starts, the totals are reset. 17 17
18 Department Dashboard Status Icon Descriptions
Department Dashboard Managing Department Administrators The next section on the Department Dashboard page displays the department s Primary and Secondary Department Administrators. Department Administrators can be added and removed from the department in the Department Dashboard page. The Add button is used to add a new Department Administrator for a department. A new window appears requesting the name of the new coordinator. 19
Department Dashboard Managing Department Administrators 20 Next to all Department Administrators except the primary, in the Actions column, are three buttons. The left button, shaped like a yellow highlighter, will change the primary Department Administrator for the department, signaled by a change in the yellow highlighted row. The new primary Department Administrator will assume all the responsibilities of this role. The middle button, a red x, will remove the individual from the list of Department Administrators for the department. The right button, a magnifying glass, is available only to system administrators.
Department Dashboard Managing Department Certifiers The middle of the Department Dashboard page shows some basic department information the name, number, and whether the department is active or not. Below the department information is the list of Certifiers associate to this Department. The Certifiers are divided into 3 groups Sponsored, Non- Sponsored, and Non-Department individuals. The third column, with the header Statements, will show previous periods certification statements. To review the certification statement, you will select the icon in the Statements column. The final column is an indicator of how committed the individual is for the certification period 21 21
Department Dashboard Department Account List The final portion of the Department Dashboard page is the accounts section. This contains a list of all active and inactive accounts in the department. Similar to the Certifier list, the account list is subdivided into two groups: Active and Inactive. The system categorizes the awards by comparing the project end date to the current date. This is a comprehensive list that contains both sponsored and nonsponsored accounts. To view more information about an account, select the account s name. 22
Department Dashboard Account Summary Screen Clicking on the name of any account in the list brings up a summary screen for the account. The summary page lists general information about the award including Name, Account Number, Sponsor Number, Sponsor Name, Sponsor Award Number, PI, Start and end dates. The middle section lists the department that the account is assigned to. The bottom of the screen displays a list of all people with either effort commitments or payroll charges on the selected account. (The label Certifier Name is misleading.) Note that people from more than one home department may be linked to an specific account, and that the list includes both faculty and supporting individuals. 23 ACTIVITY Navigate to the Department/Dashboard. Demonstrate the search function. Review the features of the Department Dashboard.
Effort Certification Certifier s Perspective
Effort Certification Home Page A certifier has a limited number of links on the Home Page when logged into ecrt. They can see reports related to their accounts and department, view any historical effort statements that they have certified, or they can start the effort certification process for the current period by clicking on the link to View/Certify My Effort. 25
Effort Certification Certify My Effort The certifier is directed to the Effort Certification screen. The effort statement must be reviewed by the certifier, updated if necessary, and certified by the user. The top of the effort statement contains information about the certifier and his/her respective department, including the department name and number, certifier s email address, department administrator, and certification period. 26
Effort Certification Effort Statement Summary The body of the effort statement is divided into Sponsored and Non- Sponsored sections. If an individual has KUPI payroll, and additional section will appear. The total in the Computed Effort column may add to more than 100% because of rounding. This will have no adverse effect on the certification process or statement. Note that the % of Effort is shown in whole numbers, any changes that are made must be in whole numbers. 27
Effort Certification Effort Statement Columns Accounts lists the Award Number and Name followed by any accounts associated to that award and the account description Committed Effort the total commitment recorded for the individual for that award for that period of performance. Payroll - amount of effort calculated based on the payroll data for the period. Cost Share total cost share recorded for the individual for that account for that period of performance. Computed Effort sum of Payroll and Cost Share columns. Total effort for the period of performance for the individual. Certified Effort amount that the individual actually has to certify. This percentage will auto populate based on the Computed Effort column. If a change is needed, the certifier will edit this box. Certify check box must be checked in order to certify that line of the effort statement. 28
Effort Certification Certifying Effort To complete an effort certification, the certifier reviews the effort percentages and adjusts as necessary. The certifier will see an error message if the total certified effort in the % of Effort column is either less 99% or greater than 100%. When all effort has been accounted for, the researcher clicks the Certify button below the totals. 29
Effort Certification Certifying Effort The researcher is then presented with an attestation statement to certify. After a final review of the information on the page and the certification statement at the top, the certifier will click the I Agree button under the message. After this, the user is returned to the Home Page. The effort statement is sent on to the EC for processing, along with any entered notes, as applicable. 30
Effort Certification Show Dollar Value By clicking the Show Dollar Value link on the effort statement, the certifier can switch the view of the Payroll, Cost Share, and Computed Effort columns to show the actual dollars associated with the each account It is important to note that an effort statement CANNOT be certified in Dollar mode. The Certify button will disappear when Dollar mode is active. 31
Effort Certification Effort Calculator The effort calculator link on the effort statement brings up a worksheet with all the individual s accounts and the revised effort from the effort statement. The worksheet can be used to translate between hours vs. % of effort. One can enter data in hours/week, and see the result in percentage and person months; enter percentage data and see the result in hours and person months. 32
Effort Certification Effort Calculator First, it is necessary to enter the average number of hours worked per week during the period. This number will vary for each individual. Next, decide whether to convert hours worked to percentages, or percentages to hours worked. Select the appropriate radio button. 33
Effort Certification Hover over Data When the user hovers over the Account links with the mouse, a popup window appears which displays the PI name, phone number, and email address. 34
Effort Certification Printing an Effort statement If you would like to print a paper version of the effort statement, select the Effort statement PDF Icon from the top right of the View/Certify My Effort page. 35
Effort Certification View Historical Effort To review a certification statement from a prior period, select the View My Historical Effort link from the ecrt home page. This will take you to a page that will display any effort statements that you have previously certified in ecrt. ACTIVITY Effort Certification for an individual. 36
Certify My Researchers Group View
Certify My Researchers Group View Certify My Researchers Group View allows a PI to certify the effort of his/her researchers all at the same time. Click the Certify My Researchers Group View link from the home page. 38
Certify My Researchers Group View The Certify My Researchers page will display the effort statement lines of all of the researchers on the PI. The PI will be able to certify his/her accounts for each of his/her certifiers. The PI will select the checkbox next to each line to certify, and then select Certify All at the bottom on the page. The PI will have to click on an attestation statement to confirm that he/she has direct knowledge of the effort that is being certified. 39
View the Researchers of a PI The View the Researchers of a PI link allows the user to search for a PI and displays all of the individuals who work on the PI s accounts. 40
Manage Effort Tasks
Manage Effort Tasks Home Page The effort coordinator is going to have a number of tasks that need to be performed based on actions taken in the certification. These include processing certifications and reviewing payroll adjustments to closed effort statements In ecrt, these processes are tracked in the Manage Effort Tasks screens. 42
Manage Effort Tasks Manage Tasks Page Manage effort tasks is separated into several different tabs. The first tab is effort statements waiting to be processed. 43
Manage Effort Tasks Processing an Effort Statement ecrt will automatically process any effort statements that are certified with minimal changes to the effort percentages and no effort notes created by the certifier. Autoprocessed statements will not show up in the Manage Tasks page. 44 If a certifier substantially changes the percentages in the effort statement, or leaves an effort note, the Effort Coordinator will need to review and process the effort statement, by selecting the link to the item in the Effort Processing Work Items list.
Manage Effort Tasks Processing Certifications If the researcher certifies to a percentage that is different than the computed percentages, ecrt calculates the dollars related to the changes and shows them to the right of the changed lines. It is the administrator s responsibility to review the appropriateness of the cost transfers and effort that has been certified. After review, the administrator clicks the Process button at bottom of the page. After processing, the item is removed from the task list. 45
Manage Effort Tasks Processing Certifications If after reviewing the certification the Effort Coordinator believes there is an error, he/she should indicate the reason why there is a problem in the notes box and click the Return to Certifier button at the bottom of the screen. This action causes an email to automatically be sent from the administrator to the researcher telling him/her that the certification needs further review and to contact the EC. It also changes the status of the certification from Certified back to Not Certified, Not Processed. The researcher would then reopen the certification, review the administrator s notes, and take appropriate action as needed and resubmit for processing. 46 ACTIVITY Manage Effort Tasks Overview
Manage Effort Tasks Manage Tasks Page The next tab of the Manage Tasks page is payroll adjustments. Items appear here when a cost transfer is loaded into the system after an effort statement is certified and processed. 47
Manage Effort Tasks Payroll Adjustment Item Selecting a link from the Payroll Adjustment Work Item list will display the individual payroll adjustment that has been made. From this screen the user can select to Post Adjustment or Ignore the Adjustment. If the adjustment changes the percentages of a single line that the individual certified by 5% or more, ecrt will force that effort statement to be reopened and for the individual to re-certify. Note: Ignore Adjustment is rarely utilized users almost always want to click the Post button on this screen. 48
On Hold Functionality
On Hold Placing a Single statement On Hold Central Admin and Department Admin will have the ability to place a certifier s effort statement On Hold. There are two ways to put an effort statement On Hold one at a time or multiple statements at a time. To place an individual effort statement On Hold, an Effort Coordinator can navigate to the certifier s effort statement, and select the On Hold check box, as shown to the left. 50
On Hold Placing Multiple statements On Hold To place multiple statements On Hold, the Effort Coordinator can go to the Effort Cards on Hold link on the ecrt home page. 51
On Hold Placing Multiple statements On Hold Once in the Effort Cards on Hold page, the Effort Coordinator will be able to select multiple certifiers and then place them all On Hold at one time. When the save button is pressed, each of the effort statements will be listed at the bottom screen as On Hold. 52 In order to remove the hold from an effort statement, the effort coordinators will have to go to the individual s effort statement and uncheck the On Hold checkbox. Effort Coordinators are able to navigate to the individual s effort statement from the Effort Cards on Hold page, by selecting the magnifying glass icon in the Statements column, shown to the left.
On Hold Monitoring Effort statements on Hold The Effort Coordinators will be able to reference the total number of effort statements On Hold by reviewing Certification Summary on the Manage Department Page. This page can be viewed by selecting the Manage Department link from the ecrt home page, and scrolling down to view the Certification Summary statistics, shown to the left. 53
On Hold Monitoring Effort statements on Hold On the Department Dashboard page, an effort statement that has been placed on hold is highlighted in RED as a visual indicator to the Department Administrator. 54
Cost Share Management
Cost Share Management Home Page Department Administrators have the ability to add cost share transactions to individuals in their departments, through the Add Cost Share link. 56
Adding a Cost Share Entry On this screen, the department administrator will enter the data necessary to add a cost share transaction the employee, to account, from account, dollars/percentage cost share, and the budget period to apply this transaction to. 57
Adding a Cost Share Entry Once all of this information has been entered, the user will select the Add Entry button. When the button is selected, the user will see a confirmation screen. If the information that has been entered is correct, the user will select Add Entry and receive a confirmation that the cost share transaction was added. 58
Editing/Deleting a Cost Share Entry To edit or delete an existing cost share transaction in ecrt, you have to run the Cost Share Report. To do this, select the View Reports link from the ecrt home page. 59
Editing/Deleting a Cost Share Entry Select the Cost Share Report from the drop down list. 60
Editing/Deleting a Cost Share Entry Enter the appropriate data to pull up cost share transactions for the desired individual or department. 61
Editing/Deleting a Cost Share Entry The Cost Share report returns a list of all of the cost share transactions in ecrt for an individual or department. Using the icons in the actions column, you can edit, copy, or delete the cost share transaction. You can also use the magnifying glass to view the individual s effort statement. 62
Effort Recertification & Viewing Historical Effort Statements
Effort Recertification The Effort Recertification link allows a Department Administrator to view previous effort statements for members of their departments, as well as to re-open effort statements if the current certification period is still open. 64
Effort Recertification Enter the name of the certifier in the search box. 65
Effort Recertification The user should select the period desired and click the button at the bottom right to Open for Recertification. This will cause an email to be sent to the researcher saying she needs to recertify her time for that period. Department Administrators can re-open a card for certification if the certification period is still open. After the certification period is closed, only Central Administrators can reopen an effort card. 66
ecrt Reports
Certification Payroll Report The Certification Payroll Report shows the payroll transaction entries for a specific individual or a department and date range. It summarizes these entries in two formats -- by account or by pay period. The report for an individual will show the pay that was charged to each account during each pay period within the certification period, the total amounts charged to each account during the period, and the percent of total pay during the period for each account 68
Sponsored Project Employee Summary Report The Sponsored Project Employee Summary (SPES) report lists all of the employees and amounts associated with effort on a specific account, for the effort reporting period. It shows the amounts both as percent and dollar amounts. 69
External Audit Report The External Audit Report lists all individuals that have effort statements in a specified status. There are multiple criteria for narrowing or expanding searches. This report can be downloaded to PDF for easy printing of effort statements for auditors. Because it can be run for a whole department, it is also a useful tool for department Administrators to make a printed file copy of all effort statements for their department for a given quarter. 70
Certifier Salary Activity Report The Certifier Salary Activity Report displays the salary information for all supporting individuals charging the selected Certifier s awards. The Department Administrator selects the Certifier and then a Month and Year to return payroll information, by month from the time selected for the subsequent 12 months. 71
Certification Status Report The Certification Status Report allows the user to search for a status of a certification statement for a specified group of certifiers. The report shows the current status for each certifier of a specific employee type for a period of performance 72
Cost Transfer Report The Cost Transfer Report displays all of the cost transfers that have taken place for a particular Department/Division, period, and certifier type. Only cost transfers for Awards in the Department/Division selected will be displayed. 73
Department/Division Award Report The Department/Division Award report displays all active and inactive Awards for the selected Department/Division. 74
QUESTIONS? Contact Tim Siskey: 913-588-5313 Elena Cruse: 913-588-5361 ecert@kumc.edu