Electronic Faculty Effort Certification
& Cost Sharing (eFECS)
Online Certification
MRAM
June 12, 2012
Gwen Trentham eFECS Project Manager
Michael Anthony
Executive Director
UW Information Technology Management Accounting & Analysis

1. DHHS Salary Cap Changes
• System Changes
• Business Process Requirements
2. Online Certification Rollout Results
3. Online Certification survey
4. What is next for eFECS?
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Benefits
1. The system changes now accommodate two salary caps saving administrative costs for units.
Without this change, the same salary cap would have applied to all FECs causing many more to require adjustment.
2. Maintain current compliance levels
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System Changes
1. Grant Flag 08 updated in MyFD
2. Effort report recognizes and applies specific salary cap calculation based on budget
3. Effort report displays expanded salary cap calculation information
Tools
Revised Salary Cap calculator http://f2.washington.edu/fm/maa/fec/fectools
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DHHS Salary Cap Changes
FEC Salary Cap detail information
Description of Salary Cap Type
Description of Salary Cap Amount

DHHS Salary Cap Changes
Business Process Requirements
Primary options for tracking differential salary caps under a single project: a. Establish separate budget/sub budget for recording salaries subject to EL II salary cap.
– eFECS applies appropriate salary cap based on Grant Flag 08 value.
b. Do not establish separate budget/sub budget.
– eFECS only calculates one cap per budget for a given FEC cycle
– FEC adjustments will be required.
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DHHS Salary Cap Changes
Business Process Requirements
Option a. Using New Sub Budget
• GCA sets up new sub budget
• Grant Flag 08 will be updated with appropriate value (1, 2, etc.)
• Department changes salary distribution for faculty over salary cap
• eFECS automatically calculates salary cap cost sharing
• The Grant Flag 08 determines which salary cap eFECS uses
• Should result in dept. not needing to adjust salary cap cost share on FEC
• Faculty reviews and certifies FEC report
Red denotes department activities
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DHHS Salary Cap Changes
Business Process Requirements, cont.
Option b. Using Same Budget
• GCA a dds new funds to existing budget & changes Grant Flag 08 from ‘1’ to ‘2’
(EL II salary cap)
• eFECS calculates EL II salary cap cost sharing for entire FEC cycle
• Only calculates one cap per budget at a time for a given FEC cycle
• Department must track correct salary cap cost sharing from first pay period under new funds
• FEC & Payroll Coordinators need to communicate with each other if they are different people
• Department will need to adjust cost share on FEC during review
• Faculty reviews and certifies FEC
Red denotes department activities
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DHHS Salary Cap Changes
Business Process Requirements
Comparison of Options – Sub Budget NOT Used:
Scenario:
* Faculty earning $210k per annum
* Grant A subject to EL I salary cap for FEC cycle $199,700/year)
* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each)
Departments must track budgets that are subject to both caps
Sponsored
Budget
Salary
Cap
% Grant
Effort eFECS Calc
Cost Share
Correct
Salary Cap
CS Adj
Req'd
Departments must make
FEC Salary
Cap Cost
Share
Adjustments A
B
EL I
EL I & II
10%
10%
515.00
1,515.00
515.00
1,015.00
-
(500.00)
EL I Calc
EL II Calc
Cycle pay
105,000
105,000
Salary
Cap
99,850
89,850
Variance
5,150
15,150
% Effort
6 Mos.
CS
3 Mos.
CS
10% 515.00
257.50
10% 1,515.00
757.50
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DHHS Salary Cap Changes
Business Process Requirements
Comparison of Options – Sub Budget Used:
Scenario:
* Faculty earning $210k per annum
* Grant A subject to EL I salary cap for FEC cycle ($199,700/year)
* Grant B subject to EL I and EL II salary cap ($179,700/year) (3 months each) Use of Sub
Budget avoids need to separately track budgets subject to both caps
Sponsored
Budget
A
B
B
1
Salary
Cap
EL I
EL I
EL II
% Grant
Effort
10%
10%
10% eFECS Calc
Cost Share
1,515.00
257.50
757.50
Correct
Salary Cap
1,515.00
257.50
757.50
CS Adj
Req'd
-
-
eFECS calculates the correct Salary
Cap cost sharing for all budgets so no adjustment needed
EL I Calc
EL II Calc
Cycle pay
105,000
105,000
Salary
Cap
99,850
89,850
Variance
5,150
15,150
% Effort
6 Mos.
CS
3 Mos.
CS
10% 515.00
257.50
10% 1,515.00
757.50
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Rollout Complete for both Calendar and
Academic FEC Cycles!
• Supported 3008 faculty users
• Maintained timely Faculty Effort Certifications
• Reduced customer support requests
• Low number of system bugs identified and corrected
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Online Certification survey
Coming Soon!
• What?
Short questions to assess time savings and report accuracy
• When?
Within next 2 weeks
• How?
Catalyst survey distributed via FEC Coordinators email (mailman) lists
• Why?
Evaluate Online Certification success and guide future planning
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• Planning future phases
• Recruiting User Task Group participants familiar with:
• Cost Share tracking (faculty and non-faculty)
• Faculty Effort & Cost Share reporting needs
• Translation of cost share from pre-award to postaward
• Commitment
• Six months (August 2012 – January 2013)
• Approximately 4 hours per month in meetings
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Questions?
eFECS@uw.edu
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