Sponsored Effort Nuts and Bolts at UD

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Sponsored Effort Nuts and Bolts at UD

• How to ensure accurate data for effort
  certificationmake your life easier!

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Meeting Objectives

• Introduction to the web process
• How do we employ the transactions to do the work
  for us?
• Proposal submission data awarded effort
• ProjectID Chartfield
• Journal Vouchers
• LAM
• The live process

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Assumptions

• You have attended the Effort certification
  training session
• You are knowledgeable about your faculty workload
  policy
• You are, or you will work closely with, the
  effort administrator in your unit
  (GMQ_DEPT_EFFORT_ADMIN)

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Web Process

• Web-enabled process effective March 1, 2005
• All certification and adjustments will be handled
  electronically
• 2 effort periods
• September February
• March August
• Summer months in same effort period

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Web Process

• Effort administrators will receive notification
  of release on or about 3/15/05 and then every 6
  months thereafter
• Certifications should be routed promptly and must
  be completed in 60 days

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Lets see it!
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Administrative Maintenance
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Administrator View
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Administrator View (dollar)
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Administrator View (percentage)
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Administrator View (dollar)
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Administrator View (process JV)
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Cost Transfers (JVs)

• Must be appropriate/allowable
• Should be within 90 days
• Not needed if within 5 variance
• Recalculate upon refresh

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Effort Journals

• UD WebForms FINJournal Voucher
• restricts users from submitting a journal for a
  closed effort period
• Forces the use of the effort certification
  process to manage these corrections
• closed effort periods are restricted
• Open effort period cost transfers can be
  handled on the UD WebForms FINJournal

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Effort Journals

• Journals processed for transactions Prior to PS
  data (July 1, 2002) will be handled a bit
  differently
• Pull down menu Prior to PS
• Routes to OVPR for approval
• Requires revised paper SAR

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Admin View (approval)
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Approval

• TWO (2) review and certify are necessary to
  complete the process
• Effort admin reviews and certifies accuracy and
  forwards to employee
• Employee reviews and certifies
• IF employee is no longer at UD, then effort admin
  can select certify for former employee

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Annual YTD view (dollars)
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Annual AYTD view (percentage)
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Employee View (percent)
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Employee View (approval)
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Employee Annual YTD View
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Maintaining Good Data

• Employing the transactions to do the work for you

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Where does the data live?

• Proposed effort is added to the proposal budget
  at submission stage in the Grants System by
  department administrators
• Committed effort is added to the award budget
  screens in the Grants System by OVPR staff
• All the data from the pay transactions and any
  Journal is captured in the UOD_Trans_DTL table

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Proposed Effort
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Proposal stage

• Data is added to the detail budget screens in UD
  Grants System for all UD employee whether PI,
  Co-PI or senior personnel, listed as resources on
  your grant proposal
• Data should include effort percent and whether it
  is a summer month(s)
• Data inputted at the proposal budget can be
  queried in GMQ_EFFORT_BY_PI_PROPOSED

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Resource page
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Budget Line Summary
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Budget Line Detail
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Awarded Effort
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Award Stage

• Once awarded, OVPR confirms the proposed effort
  has not changed and enters the effort percent on
  the appropriate Grants System panel
• Data can be queried in GMQ_EFFORT_BY_PI_CURRENT

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Transactions
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Project Chart Field

• Speedtypes include inherited chart fields
• ProjectID is auto-included with grants and
  contracts
• Include ProjectID on non C G speedtype
  transactions to relate the transaction to the
  award (grant or contract)

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Labor Allocation Module (LAM)

• Use the LAM to discern workload
• Use the LAM to delineate the research workload
  portion into grant related effort and match
• LAM is per pay
• LAM Percentages remain in effect until changed

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Effort Percentages

• How much to commit for whom and when???

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Effort Percentages

• Effort entries in your project budget on the
  personnel-salary and benefits detail page are
  used for faculty work loads
• The minimum amount of effort allocated to a
  project allowed is 1 for each of the key
  personnel listed on the proposal (or the minimum
  required by the program if greater than 1)
• The vast majority of project budgets are for one
  (1) year. Regardless of what type of appointment
  (9 month, 10 month, or 11 month) held by a
  faculty member, the base for calculation of
  effort is one year (12 months).

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Effort Percentages

• On the most basic level, efforts are calculated
  as follows for a typical 9 month faculty member
  with 3 months of summer research
• 1 month 1/12 8 effort
• 2 months 2/12 17 effort
• 3 months 3/12 25 effort
• For portions of a month, use the decimal
  equivalent of the fraction (or the percent ) of
  the month and divide by 12
• ½ month 50 of month .5, so 0.5/12
  4 effort
• ¼ month 25 of month .25, so 0.25/12
  2 effort
• 1/3 month 33 of month .33, so 0.33/12
  3 effort

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Effort Calculations

• Or
• 50 ways to calculate one month

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Workload Example

• Dr. Dots has a workload that combines teaching
  and research
• Dr. Dots has a 9 month academic year faculty
  appointment
• Dr.Dots teaches 3 courses in the first semester
  and 2 in the second semester
• Each course is 3 credits

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CBA 11.9

• 12 credit contact hours or 18 teaching contact
  hours per week per semester constitutes a 100
  workload for the semester for the academic year.
  Assignment of a workload of other credit-contact
  hours per week or teaching contact hours per week
  per semester will be prorated as a percentage of
  workload for the semester, e.g. 9 credit-contact
  hours per week per semester constitutes a 75
  workload for the semester for the academic year
  6 credit-contact hours per week per semester
  constitutes a 50 workload for the semester for
  the academic year 3 credit-contact hours per
  week per semester constitutes a 25 workload for
  the semester for the academic year.

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Faculty Workloadmonthly distribution
Month Teaching Research Summer Month
September .75 .25
October .75 .25
November .75 .25
December .75 .25
January 1.00
February .5 .5
March .5 .5
April .5 .5
May .5 .5
June 1.0 X
July 1.0 X
August 1.0 X
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How much is a month?
Number of Months in Appointment if 3 summer months if 2 summer months if 1 summer months
9 8 9 10
10 N/A 8 9
11 N/A N/A 8
12 8 for any month 8 for any month 8 for any month
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Workload Calculation
Month Teaching Research Teaching Research
September .75 .25 6 2.3
October .75 .25 6 2.3
November .75 .25 6 2.3
December .75 .25 6 2.3
January 1.00 8.4
February .5 .5 4 4.3
March .5 .5 4 4.4
April .5 .5 4 4.3
May .5 .5 4 4.4
June 1.0 8.3
July 1.0 8.4
August 1.0 8.3
Totals 5 7 40 60
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Dr. Dots Example

• Dr. Dots has agreed to spend
• 60 of his time (effort) performing research
  related activities,
• 30 of his time providing instruction through
  teaching or advisement of students and
• 10 of his time providing service to the public
  or the institution.
• The total workload needs to total 100.

Workload Category Percentage
Research (regardless of funding) 60
Instruction and internal service 30
Public Service 10
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Dr. Dots Example
Proposal/Grant Title Amount Budgeted Research Effort Committed Related Months
AHappy Widgets 4,000 8 1 (S contract)
BSad Widgets 0 2 .25
CMad Widgets 2,000 4 .5
Total committed 6,000 14 1.75
Total uncommitted 46

• So this is good news. We only have 14 committed
  for Dr. Dots. We still have 46 left to commit or
  leave uncommitted.

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Dr. Dots LAM Example
Speedtype Project Program for LAM Distribution
1 ABCD110000 INST1 40
2 ABCDDRES INST2 54
3 ABCD11MTCH BSad Widgets RSCH6 2
4 CMad Widgets CMad Widgets RSCH6 4
Total 100
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LAM example (left)
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LAM example (right)
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LAM (left-more typical)
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LAM (right-more typical)
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How do I verify the accuracy of my data?

• GMQ_EFFORT_BY_PI_CURRENT
• GMQ_EFFORT_BY_PI_PROPOSED
• C P (other support report) accessible off of
  the UD Processes menu

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GMQ_EFFORT_BY_PI_XXX
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Did you say CP???

• YES!!!
• Current and Pending is available in 2 formats
• NIH
• NSF
• Navigate in FIPRD
• UD Processgt UD Grants Reports

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PS Current Pending Option

• Selection of included projects
• At resource detail panel

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Tips and Hints
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Tips Hints

• Always LOGOUT before ending your session
• This allows a refresh at next log on which will
  enable any changes to be viewable
• Be VERY careful where you send screens
• This is salary data and in the wrong hands could
  be embarrassing
• OVPR can redirect to the correct user
• Once the WRONG recipient has received it, that
  person will ALWAYS be able to view it even if
  redirected

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Tips Hints

• Must refresh after a journal is processed to see
  the recalculated amounts
• Use standard udel.edu email addresses, not
  secondary email servers (ee.udel.edu)

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Summary

• New process starts March 1, 2005
• Use tools available to maintain accurate data
• Use Project Chart Field to delineate cost share
  and direct sponsor charges
• Reduce cost transfers and other corrections
  through attentive discussions with faculty about
  effort

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Questions?
Effort is proposed
Salary is charged
Effort is Certified

• Contact/Info
• www.ovpr.udel.edu
• 831-2136