Electronic Faculty Effort & Cost Share Proposed GCCR Process Improvement

Electronic Faculty Effort & Cost ShareProposed GCCR Process Improvement

Strategic Projects

Spring, 2009

AgendaI. Background/ContextII. Overview of Proposed ChangeIII. Drivers/Benefits of the Proposed ChangeIV. TimelineV. Questions/FeedbackVI. Beta Testers & Testing Plan

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Background/Context• Objective: streamlining the GCCR process

utilizing the Decision Support Center.• Interim solution/improvement for GCCRs

until a future eFECS phase.• A volunteer initiative:

• Working under the eFECS Process Improvement Team

• Unfunded effort

The Volunteers• Mike Anthony, Management Accounting and

Analysis• Charles Bennett, Decision Support Center• Chris Cunnington, Department of Computer

Science and Engineering• Roberta Hilton, College of Education• Ted Mordhorst, Grant and Contract Accounting• Gary Pedersen (Committee Chair), Department

of Chemistry• Eric Rucker, Decision Support Center• Dinah Walters, Decision Support Center

Monthly GCCRs

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[Insert image of current GCCR Form Here]

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Current Generic Process• GCCRs distributed by campus mail to Departments.• Department looks up PI for each report.• One copy of report distributed to PIs.• One copy retained in Dept in case the report is

misplaced.• PI reviews the report for accuracy:

a. If accurate, the PI signs the report and returns it to the designated individual in the Department.

b. If inaccurate, PI signs and annotates the report and returns it to the designated individual responsible for initiating the correcting cost transfers. Cost transfers are completed.

• The signed report is filed in the department.

Why change?• Data consistency

– GCCRs and Online FECs (pending) use common data source

• Workload reduction– Longer reporting period – fewer certifications– Reduce re-certification effort – Fewer reports to handle– Eliminate redundancy and unnecessary reports

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Overview of Proposed Changes• Quarterly reporting instead of monthly - a

67% effort reduction!• GCCR will include posted RST/OSET data –

recertification no longer required.• Eliminate redundant cert of faculty effort• No GCCRs for non sponsored projects.• New format - one report per PI.• Departments print reports (can select all PIs

or selected individuals).

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Overview of New Generic Process 1. System generates an email notice to payroll

coordinators with a link to the report 2. Payroll coordinator or other authorized

individual in the department prints the reports. 3. Reports are distributed to the PIs.no process change for steps 4 and 5 4. PI reviews & signs the report.5. The signed report is filed in the department.

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Impact to the UnitPros• Staff savings due to less frequent

certification.• Effortless re-certifications.• One report per PI with PI name on report.• Shorter reports due to revised format and

elimination of unnecessary salary records.

Cons• Local printing of the reports

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Project TimingTiming ActivitySpring 2009 Campus FeedbackSummer/Fall 2009 Beta Test2010 Rollout

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Feedback Sessions• 5/26 1:00-2:00 p.m.

South Campus Center, room 303• 5/27 9:00-10:00 a.m. 

Husky Union Building (HUB), room 309

• Please RSVP - Mary Friedmar mf4@u.washington.edu

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Beta Testing• Beta testers will certify their summer

GCCRs via the new process– No monthly reports during this period

• Provide feedback on the usability and layout of the tool

• Troubleshoot/verify data differences between the old and new reports over the summer

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Beta Test DepartmentsChemistryCivil EngineeringEducationHealth Services  Information SchoolPsychologyDivision of Medicine

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Questions/Feedback• What modifications do you suggest to:

– Feedback solicitation– Testing– Implementation

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