UMBC Effort Reporting Delta Initiative

Overview  Source of Data  Business Process Overview  Approval Rules  Demo

Source of Data

 Data pulled from HR_ACCTG_LINE  Same Source of data for: –Statement of Payroll Charges –Grant Reports / Grant Accounting –Commitment Control / Retriever –General Ledger

Business Process Overview  Data Selection / Processing –Data selected for Effort Reporting based on GL Account and Project Type  Personnel Accounts  Project Types: Grants and Grant Contracts –Effort Reporting Year/Period based on Payroll ID  Fall Period – Payroll 1 to Payroll 14  Spring Period – Payroll 15 to Payroll 26  Retro-pay transactions processed into correct ER period regardless of date of retro-pay transaction

Business Process Overview  Data is loaded into Effort Reporting  Effort Reports are reviewed and approved by campus users –Several search parameters available  Effort Reporting Year and Period, Header Status, Department, Project ID, Employee ID, PI or other Project Team Member  Criteria can be used in combination (multiple parameters act like AND criteria) –Detail and summary reports available

Effort Report - Search The Effort Reports – Search page allows a user to search for effort reports based on several different criteria, including Effort Reporting Year and Period, Header Status, Project ID, Employee ID, PI or other Project Team Member. It also allows you to link directly to the Effort Reporting Page for any of the employees retrieved in the search. Finally, it allows you to print the Master Report Listing and individual Effort Reports for one or many individuals. Navigation: Effort Reporting – Effort Reports - Search

Searching Each of the fields in the Selection Criteria section can be used alone or in combination to retrieve a list of Effort Reports matching those criteria. Business Unit is the only required field for all searches. To execute any search, simply press the Fetch button. Note that the data in the search page can be resorted by any column simply by clicking the column header. If multiple fields are used, it acts like an AND criteria. For example, if you select the Year ‘2003,’ Period ‘Fall’ and the Status of ‘Open,’ it will retrieve a list all Effort Reports from the Fall 2003 that have a status of ‘Open.’

Adding a Department will further narrow the list of the first selection.

Search Criteria Fields   BU (Business Unit) – This is the Business Unit configured under the BU Setup page for Effort Reporting. The ER Business Unit is the same as our Grant Business Unit   Year – Effort Reporting Year. This prompts from a list of Years that are available. above business unit.   Period – Prompts for ‘Fall’ or ‘Spring.’ On this page, it can be used independently from Year. In other words, you can select any Effort Reports in a Spring period for all Years.   EmplID (Employee ID) – This prompts from the Personal Data table. It is the Employee ID to which that each Effort Report is associated.   Name – This is a display only field for the above EmplID field.   Seq No- This is the Sequence Number for the Effort Report. Sequence numbers may be greater than one in order to retain approval history. For example, if an effort report for an employee is either Finalized or Canceled by the Effort Reporting Administrator, but then subsequent payroll transitions are processed for that employee on Payroll IDs included in that Effort Reporting Period (i.e., Retro-pay transactions), then the system saves the original row of data giving it a status of ‘Old Seq No.’ for Finalized rows or ‘Old X Seq’ for Canceled rows. A new row with the next highest Sequence number is created and given a status of Open. Note – if a row on an effort report has been finalized but the header has not, all statuses for the same sequence number are reset to Open for the above situation.

Search Criteria Continued   Status – Indicates the Status of the Effort Report Header: Open – Indicates the Effort Report still has unapproved detail rows.   Ready – Indicates all detailed rows in both the Sponsored and Non- Sponsored sections have been Finalized, and the report is ready for Administrator review and approval.   Finalized - Indicates Administrator approval has been given.   Canceled – Indicates the Administrator has Canceled this effort report because that employee was not required to complete an effort report.   Old Seq No –Indicates a retro-pay transaction occurred on an Administrator Finalized row and a new version of that effort report exists.   Old X Seq – Indicates a retro-pay transaction occurred on an Administrator Canceled row and a new version of that effort report exists.

Search Criteria Continued   Fund –Fund ChartField; this looks for detailed rows that use this Fund ID and shows all Effort Reports that use that Fund.   Dept (Department) –Department ChartField; this looks for detailed rows that use this Department ID and shows all Effort Reports that use that Department.   Project –Project ChartField; this looks for detailed rows that use this Project ID and shows all Effort Reports that use that Project.   Prog FIN –Prog FIN ChartField; this looks for detailed rows that use this Prog FIN ID and shows all Effort Reports that use that Prog FIN.   PI / Team Mbr –Prompts from Employee IDs that are attached to Project Teams. Retrieves all for Effort Report rows for employees that are associated with projects for which this person is on the Project Team.   Name - This is a display only field for the above PI / Team Mbr field.   PI name -This is an informational tool that can be utilized to facilitate the dissemination of effort reports by those departments that have multiple grants and PI's.

Opening a Detailed Effort Report from the Search Page To open a detailed Effort Report from the search page, simply click the View Report link on the right end of the row you want to review.

This will open the detailed Effort Report page for that Employee.

Detail individual payroll information from HR accounting line

The PI name is visible on the effort reporting master list by each individual person. Click on the Effort report search and you will see a box on the right hand side that is labeled " Show member detail" if you have a check mark in this box the PI name will be displayed. If you do not need to see the PI uncheck the box.

Effort Report Page The Effort Report Master page shows the full detail for each employee that requires an Effort Report. There are two ways to open the Effort Report page. The first is to click the View Report link on the Effort Report – Search page, discussed above. The second is to follow the navigation below. Navigation: Effort Reporting – Effort Reports The above search page allows you to search on any combination of Business Unit, Effort Reporting Year, Effort Reporting Period, EmplID, Sequence Number, Name, or Effort Reporting Status. All rows matching the search criteria will be retrieved.

Business Process Overview  Approved Effort Reports Finalized by Effort Report Administrators –Can only be done after all rows Finalized –No Effort % Rules can be violated  Retro-pay changes done after Administrative Finalization trigger a new sequence to preserve audit trail

Approval Rules  Effort Percentage –Sponsored and Non-sponsors sections –Must be between 0 and 100% –Sponsored Effort % must be equal to or greater than Gross Pay Distribution % –Sponsored Effort % can only exceed Gross Pay Distribution % if non-sponsored rows exist –Total Effort % on page must equal 100% –Manual rows can be added to Sponsored section

Approval Rules  Security –Standard PeopleSoft Page-level security  Write access, view only, or no access –Project Team Security  No security on which Effort Reports can be viewed  Write access on Sponsored Rows only  If you are on a Project Team, you can manipulate the Effort % and Finalize the row for any employee using that project

Approval Rules  Certification at Finalization  Audit stamp at Finalization –PeopleSoft User ID –Date/Time stamp  Comments can be added

Demonstration Questions and Answers

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