Tulane Effort Reporting-Systems, Policies, Procedures

1
Tulane Effort Reporting-Systems, Policies,
Procedures

• ERS (Effort Reporting System)
• From paper to web based, remove from PAF
• Move from planned/confirmation to after the fact
• Critical choice is frequency of confirmation
• Motivated to keep it simple, each choice has pros
  cons
• Received input from certification groups, admin
  groups
• Current plan would be to start with twice a year
  plan
• This is the A-21 minimum requirement
• July 1 to December 31 and January 1 to June 30
• Current practice through June 30, 2007

2
Effort Certification Issues and Progress to date

• Trained Departmental Admnstrtrs or designates
• DAs need to set up certification roles
• Responsibilities are online at http//tulaneeffort
  reporting.tulane.edu
• Other reference materials online, FAQs,
  flowchart, quiz, new policies, description of
  roles
• Some certifier training previously completed
• More concepts training indicated,
• Recommending mandated self study training,
• Departments can get concepts training through
  Office of Research Administration-Judy Wilks

3
Effort Certification Plan

• Opened a test period for quarter ended 11/30/06
• Data files to later be dropped, but user files
  retained
• Certifiers cant see forms until pre reviewed
• Roll out test certification for 6 mos endg
  6/30/07
• Certifier requirement will be to log in and
  review form
• Test forms will be dropped
• First live certification period will be 6 mos
  ending December 31, 2007, period open in Jan
  2008
• Will be sending reminders, time for questions,
  etc.

4
Timely Cost Transfers

• The A-21 requirement is 90 days,
• Too many late transfers,
• Reasons must be carefully documented
• This is the problem with infrequent periods,
• Manage the effort in addition to the funding,
• Lack of compliance will indicate need for more
  frequency.

5
Certification in ERS

• An explanation of Effort Reporting and a step
  by step guide to certifying your Effort Form

6
What is Effort Reporting?

• The reporting and confirming of an individuals
  actual time spent on and identified to
  sponsored agreements, instruction,
  administrative, and other institutional
  activities for which one is compensated and is
  considered the institutional base salary or
  appointment.
• Account for time (effort) expressed in Percent
  spent (devoted) to Federal Awards in relation to
  total institutional activities (IBS)
• Consist of both funded and non funded commitments
  (Cost Share)
• Not Based on a Standard 40-hour Workweek
• Everyone may have a Different Effort Denominator

7
Why is Effort Reporting Important?

• Required by OMB Circular A-21 Cost Principles
  for Educational Institutions - Section J.10)
  Compensation for Personal Services
• http//www.whitehouse.gov/omb/circulars/a021/a21_
  2004.html
• Supported by Tulane University, Effort Reporting
  Policy
• Ensure Labor costs charged to sponsored
  agreements are consistent with the effort
  expended
• Labor charges to sponsored agreements are
  properly documented (Labor costs represent 75 of
  charges)

8
HOW TO CERTIFY

• Go to the Tulane University Effort Reporting
  System Website
• https//ers.tcs.tulane.edu

9
Select the numeric link under Certification
Pending for the Current or Prior Reporting
Periods.
Click on the hyperlinked Number under Pending
10
Any forms listed under Effort Forms Pending
Certification for the Current Reporting Period
are ready to be certified. The Certifier will
see the Name, Reporting Code, Sub Department,
Title, and the Pre Review, Certify, and Post
Review Status.
Click on the name to Certify the Form
11
Review the effort form and effort percentages for
every account, update the percentages if
necessary, then click the Proceed button. The
system will notify you of any errors. You may
also notify the Pre Reviewer who completed the
Pre Review by clicking the Notify button at the
bottom of the screen.
Update the effort if they are incorrect. If
they are correct, click Proceed. The certified
effort must equal 100
12
Review the summary to be certain it represents
your effort for the entire reporting period. If
it is correct, read the attestation statement and
click the Certify button. Otherwise click
Notify below the attestation statement to send
an e-mail to your administrator and/or to exit
the form without certifying, click on the Exit
Form button.
Click on Certify to attest to your effort for
the reporting period
13
Once, certified, the system will present a
summary screen. You can print a copy of the final
summary for your records using the Print Form
button.
Print Form
The effort form is now complete.
14
ERS-Conclusions

• We have plenty of runway, please dont let this
  change be a surprise
• Department Administrators should start now
• Set up certification responsibilities
• Advise Certifiers
• Well learn some new stuff together
• Call us with questions, observations, system not
  perfect but itll be an improvement.