Online Certification MRAM March 8, 2012
Online CertificationMRAMJune 12, 2012Gwen TrenthamMichael AnthonyeFECS Project ManagerExecutive DirectorUW Information Technology Management Accounting & AnalysisElectronic Faculty Effort Certification & Cost Sharing (eFECS) 1AgendaDHHS Salary Cap ChangesSystem ChangesBusiness Process RequirementsOnline Certification Rollout ResultsOnline Certification surveyWhat is next for eFECS?
2Gwen2DHHS Salary Cap ChangesBenefits The system changes now accommodate two salary caps saving administrative costs for units. Without this change, the same salary cap would have applied to all FECs causing many more to require adjustment.Maintain current compliance levels
3Gwen3DHHS Salary Cap ChangesSystem ChangesGrant Flag 08 updated in MyFDEffort report recognizes and applies specific salary cap calculation based on budgetEffort report displays expanded salary cap calculation informationToolsRevised Salary Cap calculatorhttp://f2.washington.edu/fm/maa/fec/fectools4GWENPayroll DistributionFEC review
4DHHS Salary Cap ChangesFEC Salary Cap detail information
Description of Salary Cap AmountDescription of Salary Cap TypeGWEN
What has not changed?Salary Cap Details link will only show for faculty who have capFormula for calculating the dollars that apply for the particular faculty (e.g. Cap amount divided by 2 reporting periods and then adjusted for the facultys average paid FTE%. (As help text says, high precision prior to rounding)
What is New?-Table 1- New Column Type of Cap calls out Executive level type-Table 2 2 new columns show applicable CAP dollars adjusted for the reporting period for both types of Cap
Give heads up about Avg Paid FTE% for the 1/1-6/30/12 cycle Explain Avg Paid FTE % that displays today in the lab wont be what they are used to:FECS are normally released to campus about 25 days after the end of the reporting period so that all payroll transactions will be included on the FEC. For testing we have made the 1/1/12-6/30/12 reporting period appear early; we dont have ODS pay information through 6/30/12 because it hasnt happened yetAt the time this screenshot was taken we had salary info through 5/15/12, 9 of 12 periods. 9 divided by 12 = 75% today youll see a slightly higher FTE for your faculty members because 1 more pay period has become available in ODS (pay thru 5/31/12) 10/12 = 83.3% Avg paid FTE. -Bring up live system and look at this same FEC to show the higher avg paid fte%5DHHS Salary Cap ChangesBusiness Process RequirementsPrimary options for tracking differential salary caps under a single project:Establish separate budget/sub budget for recording salaries subject to EL II salary cap. eFECS applies appropriate salary cap based on Grant Flag 08 value.Do not establish separate budget/sub budget.eFECS only calculates one cap per budget for a given FEC cycle FEC adjustments will be required.6MIKE6DHHS Salary Cap ChangesBusiness Process Requirements7Option a. Using New Sub BudgetGCA sets up new sub budgetGrant Flag 08 will be updated with appropriate value (1, 2, etc.)Department changes salary distribution for faculty over salary capeFECS automatically calculates salary cap cost sharing The Grant Flag 08 determines which salary cap eFECS usesShould result in dept. not needing to adjust salary cap cost share on FEC Faculty reviews and certifies FEC report
Red denotes department activitiesMIKE
GCA updates some grant flagsAn automatic routine runs monthly to catch the others
Other FEC adjustments may be required beyond Salary Cap. This example is for illustrating Salary Cap changes due to the new DHHS rules.7DHHS Salary Cap ChangesBusiness Process Requirements, cont.Option b. Using Same BudgetGCA adds new funds to existing budget & changes Grant Flag 08 from 1 to 2 (EL II salary cap)eFECS calculates EL II salary cap cost sharing for entire FEC cycle Only calculates one cap per budget at a time for a given FEC cycle Department must track correct salary cap cost sharing from first pay period under new fundsFEC & Payroll Coordinators need to communicate with each other if they are different peopleDepartment will need to adjust cost share on FEC during reviewFaculty reviews and certifies FEC8Red denotes department activitiesMIKE8
DHHS Salary Cap ChangesBusiness Process RequirementsComparison of Options Sub Budget NOT Used:
9Departments must make FEC Salary Cap Cost Share AdjustmentsDepartments must track budgets that are subject to both capsMIKE9This refers to option B - not using sub budgetsDHHS Salary Cap ChangesBusiness Process RequirementsComparison of Options Sub Budget Used:
10
Use of Sub Budget avoids need to separately track budgets subject to both capseFECS calculates the correct Salary Cap cost sharing for all budgets so no adjustment neededMIKE10reflects option AOnline Certification RolloutRollout Complete for both Calendar and Academic FEC Cycles!Supported 3008 faculty usersMaintained timely Faculty Effort CertificationsReduced customer support requestsLow number of system bugs identified and corrected
11MIKE
Rollout is completeStatsTimeliness Calendar 94%Academic 98%
Support RequestsCalendar - 24 per weekAcademic - 15 per weekSystem Bugs - 25
11Online Certification surveyComing Soon!What?Short questions to assess time savings and report accuracyWhen? Within next 2 weeksHow? Catalyst survey distributed via FEC Coordinators email (mailman) listsWhy?Evaluate Online Certification success and guide future planning
12GWEN12What is next for eFECS?Planning future phasesRecruiting User Task Group participants familiar with:Cost Share tracking (faculty and non-faculty)Faculty Effort & Cost Share reporting needsTranslation of cost share from pre-award to post-awardCommitmentSix months (August 2012 January 2013)Approximately 4 hours per month in meetings13GWEN
If interested in UTG, send request to [email protected][email protected]
Sheet1Sub Budget NOT Used
Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle $199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored BudgetSalary Cap% Grant EfforteFECS Calc Cost ShareCorrect Salary CapCS Adj Req'd
AEL I10%515.00515.000.0BEL I & II10%1,515.001,015.00(500.00)
Cycle paySalary CapVariance% Effort6 Mos. CS3 Mos. CS
EL I Calc105,00099,8505,15010%515.00257.50EL II Calc105,00089,85015,15010%1,515.00757.50
Sub Budget Used
Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle $199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored BudgetSalary Cap% Grant EfforteFECS Calc Cost ShareCorrect Salary CapCS Adj Req'd
AEL I10%1,515.001,515.000.0BEL I10%257.50257.500.0B1EL II10%757.50757.500.0
Cycle paySalary CapVariance% Effort6 Mos. CS3 Mos. CS
EL I Calc105,00099,8505,15010%515.00257.50EL II Calc105,00089,85015,15010%1,515.00757.50
Sheet2
Sheet3
Sheet1Sub Budget NOT Used
Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle $199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored BudgetSalary Cap% Grant EfforteFECS Calc Cost ShareCorrect Salary CapCS Adj Req'd
AEL I10%515.00515.000.0BEL I & II10%1,515.001,015.00(500.00)
Cycle paySalary CapVariance% Effort6 Mos. CS3 Mos. CS
EL I Calc105,00099,8505,15010%515.00257.50EL II Calc105,00089,85015,15010%1,515.00757.50
Sub Budget Used
Scenario:* Faculty earning $210k per annum * Grant A subject to EL I salary cap for FEC cycle ($199,700/year)* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Sponsored BudgetSalary Cap% Grant EfforteFECS Calc Cost ShareCorrect Salary CapCS Adj Req'd
AEL I10%1,515.001,515.000.0BEL I10%257.50257.500.0B1EL II10%757.50757.500.0
Cycle paySalary CapVariance% Effort6 Mos. CS3 Mos. CS
EL I Calc105,00099,8505,15010%515.00257.50EL II Calc105,00089,85015,15010%1,515.00757.50
Sheet2
Sheet3
