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Page 1: Online Certification MRAM June 12, 2012

Online CertificationMRAM

June 12, 2012

Gwen Trentham Michael AnthonyeFECS Project Manager Executive DirectorUW Information Technology Management Accounting & Analysis

Electronic Faculty Effort Certification & Cost Sharing (eFECS)

Page 2: Online Certification MRAM June 12, 2012

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Agenda

1. DHHS Salary Cap Changes• System Changes• Business Process Requirements

2. Online Certification Rollout Results3. Online Certification survey4. What is next for eFECS?

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DHHS Salary Cap Changes

Benefits 1. 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.

2. Maintain current compliance levels

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DHHS Salary Cap Changes

System Changes1. Grant Flag 08 updated in MyFD2. Effort report recognizes and applies specific

salary cap calculation based on budget3. Effort report displays expanded salary cap

calculation informationTools

Revised Salary Cap calculatorhttp://f2.washington.edu/fm/maa/fec/fectools

Page 5: Online Certification MRAM June 12, 2012

DHHS Salary Cap ChangesFEC Salary Cap detail information

Description of Salary Cap Amount

Description of Salary Cap Type

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DHHS Salary Cap ChangesBusiness Process Requirements

Primary options for tracking differential salary caps under a single project:

a. 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.

b. Do not establish separate budget/sub budget.– eFECS only calculates one cap per budget for a given FEC cycle – FEC adjustments will be required.

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DHHS Salary Cap ChangesBusiness Process Requirements

Option a. Using New Sub Budget•GCA sets up new sub budget•Grant Flag 08 will be updated with appropriate value (1, 2, etc.)•Department changes salary distribution for faculty over salary cap•eFECS automatically calculates salary cap cost sharing

•The Grant Flag 08 determines which salary cap eFECS uses•Should result in dept. not needing to adjust salary cap cost share

on FEC •Faculty reviews and certifies FEC report

Red denotes department activities

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DHHS Salary Cap ChangesBusiness Process Requirements, cont.

Option b. Using Same Budget• GCA 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 funds

• FEC & Payroll Coordinators need to communicate with each other if they are different people

• Department will need to adjust cost share on FEC during review• Faculty reviews and certifies FEC

Red denotes department activities

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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 Budget

Salary Cap

% Grant Effort

eFECS Calc Cost Share

Correct Salary Cap

CS Adj Req'd

A EL I 10% 515.00 515.00 - B EL I & II 10% 1,515.00 1,015.00 (500.00)

Cycle pay

Salary Cap Variance % Effort

6 Mos. CS

3 Mos. CS

EL I Calc 105,000 99,850 5,150 10% 515.00 257.50EL II Calc 105,000 89,850 15,150 10% 1,515.00 757.50

DHHS Salary Cap ChangesBusiness Process Requirements

Comparison of Options – Sub Budget NOT Used:

Departments must make FEC Salary Cap Cost Share Adjustments

Departments must track budgets that are subject to both caps

apm55
This refers to option B - not using sub budgets
Page 10: Online Certification MRAM June 12, 2012

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DHHS Salary Cap ChangesBusiness Process Requirements

Comparison of Options – 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 Budget

Salary Cap

% Grant Effort

eFECS Calc Cost Share

Correct Salary Cap

CS Adj Req'd

A EL I 10% 1,515.00 1,515.00 - B EL I 10% 257.50 257.50 - B1 EL II 10% 757.50 757.50 -

Cycle pay

Salary Cap Variance % Effort

6 Mos. CS

3 Mos. CS

EL I Calc 105,000 99,850 5,150 10% 515.00 257.50EL II Calc 105,000 89,850 15,150 10% 1,515.00 757.50

Use of Sub Budget avoids need to separately track budgets subject to both caps

eFECS calculates the correct Salary Cap cost sharing for all budgets so no adjustment needed

apm55
reflects option A
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Online Certification Rollout

Rollout Complete for both Calendar and Academic FEC Cycles!

• Supported 3008 faculty users• Maintained timely Faculty Effort Certifications• Reduced customer support requests• Low number of system bugs identified and

corrected

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Online Certification surveyComing Soon!

• What?Short questions to assess time savings and report accuracy

• When? Within next 2 weeks

• How? Catalyst survey distributed via FEC Coordinators email (mailman) lists

• Why?Evaluate Online Certification success and guide future planning

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What is next for eFECS?• Planning future phases• Recruiting User Task Group participants

familiar with:• Cost Share tracking (faculty and non-faculty)• Faculty Effort & Cost Share reporting needs• Translation of cost share from pre-award to post-

award

• Commitment• Six months (August 2012 – January 2013)• Approximately 4 hours per month in meetings


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