Operational Excellence in Effort Reporting

Vision Statement:Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.

Conference Call: February 1, 2012

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Agenda

Topic

Campus feedback: Introduction to ecrt Anne Connolly, Campus Team

Project update: Committed effort Donna Kiley

Project communication Liz Piga

Training discussion Carolyn Mattiske

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Campus Feedback: Introduction to ecrt

33

Access to ecrt introduction environment available through Wednesday, February 8 Not meant to be testing Better understand ecrt Provide feedback Think about how it will work for campus users

Feedback from campus team members

4

Committed Effort

4

Central Office Currently testing new Committed Effort form in the Oracle

development environment Currently testing Committed Effort upload process (Excel spreadsheets

provided by campuses)in Oracle development environment

Next Steps The New Committed Effort form will be in the Oracle production

environment on or about February 27, 2012

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Committed Effort Implementation Plan

5

Campus Provide central office spreadsheets with committed effort

information by Friday, February 17, 2012 A spreadsheet with the remaining information from original data provided to

campuses And/or

A spreadsheet with information on new awards using template provided to campuses

For the week of February 20-24, 2012: Keep a record of new federal and federal flow through committed effort information for entry into Oracle on or about February 27, 2012

Central Office Upload Committed Effort information (spreadsheets provided

by campus) into Oracle production environment on or about February 24, 2012

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Committed Effort

6

New Committed Effort form in Oracle production environment on or about February 27, 2012 Campuses will now enter information directly in the Oracle Committed Effort

form Central Office will provide documentation and guidance

• Committed Effort information will be added to Discoverer on or about March 26, 2012 Reports will be developed with committed effort information entered on the

Oracle Committed Effort form for monitoring awards requiring committed effort

Committed Effort information will be used for the User Acceptance Testing Phase.

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Communication Training

Tools

Communications/Training Discussion

Project Communication: High-Level

88

Project newsletters Published on the RF’s public web site in the Sponsored Programs

News section New feature: Effort reporting button that goes to an archive of all issues

Published in the “Communication Toolkit” section of the Operational Excellence in Effort Reporting project web page

Monthly status updates on the RF’s strategic projects public web page

Meetings SPFG meetings UCRC meetings Vice presidents for research, operations manager meetings

Project Communication: PIs

99

Principal investigators (PIs) Communication goals

Awareness of project and ecrt Understanding of effort reporting policies and procedures

RF will provide template communication tools that the campus may customize E-mails Documentation, e.g., quick reference guides

Project Communications: Administrators

1010

Administrators (Pre-award, post award, human resources staff) Communication goals:

Awareness of project and ecrt Understand impact of effort reporting project on campus processes

Communication methods: E-mails Documentation, e.g., Guide for Administrators, user help documents Effort reporting information on campus web pages Training

Campus feedback

In Preparation for Training

1111

Campus System Testing

User Acceptance Testing

Administrator/PIEnd User Training

PI Training Plan Goals

1212

Easily accessible On-demand Variety of resources/tools

Videos Guide, both web version and PDF E-mail communications

Sample Training Resources

1313

Links: Duke University’s ECRT video (~9 minutes) Florida International University ECRT video Purdue University’s COEUS Training Videos Purdue University’s PI User Guide

Things to Consider…

1414

In developing the best training solution for your PIs please think about the following: Timing Content Method

Summary

Minutes from this meeting will be posted on the Operational

Excellence in Effort Reporting Web page

Direct questions to:Anne ConnollyProject Manageranne.connolly@rfsuny.org(518) 434-7240

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