WEBVTT

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<v ->Good morning everyone.</v>

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I'm just gonna give another minute or so.

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I think we have 50 people signed up

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so we have a few more that should be here

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in another minute or so.

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I have started the recording

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just so you're aware that we are gonna record today.

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There are a couple of things I've added to the presentation

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that are in last year's presentation,

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so hopefully this one goes smoothly

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and we'll upload this one when it's all set.

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I am gonna get going,

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so I just wanted to introduce myself

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and just let you know that I'm Dawn Caffrey,

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I am in financial and cost accounting services

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and I'm joined today by Josh

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from Sponsored Project Administration.

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I am gonna be looking at a screen over on the other side,

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so I am gonna turn my camera off,

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but I just wanted to to say hi,

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and I know like kind of runs more smoothly

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with everyone having their camera

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and their microphones off,

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but if you have any questions throughout the presentation,

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the chat is being monitored

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and if it makes sense to just jump off mute

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and just ask a question, you're welcome to do so as well,

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just when we get going, get back into mute.

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So I'm guessing everybody's gonna be having some coffee

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and some breakfast as we learn about effort reporting.

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So this is part two of our effort management series.

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Today we're gonna be focusing on the post award piece.

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So last month we had part one,

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personnel effort on sponsored projects.

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That was really focusing on proposals

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and how to include the effort commitment

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in a way that gives some flexibility

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and then today, like I said is part two,

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it's effort verification on sponsored projects

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and kind of focusing on the tools of the PI portal

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to help facilitate your quarterly reviews of effort.

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Today we'll go through quarterly verifications at UVM

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and who should be included in that and why.

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We will go through the tools in PeopleSoft,

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there's really kind of two main areas.

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There's the sponsored effort commitment tool

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and that's really looking at the person level

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and then we have the tools in the PI portal

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that really looks at the project level,

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so you can see everybody on the project.

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I have in here demo,

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but it kind of will go through demo

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for each section of those.

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We'll go through some planning

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and considerations for what to look for

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and ask during your quarterly verifications,

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and I can stay after for any kind

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of open lab time if people have questions

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or wanna work in the system and I can stick around.

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So I would recommend everybody kinda bookmark

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the division of finance page,

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'cause there's a lot of resources

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that you can get right from there.

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We have a link to the effort reporting page.

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We did the cost transfer training not too long ago,

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you can link to that.

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You have our F&amp;A rates, or benefit rates

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and information about year end coming up

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and then closing move equipment,

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so there's a ton of information there,

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but if you are on the division of finance page,

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you can click on the effort management

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and reporting link

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and that will bring you to the effort management

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or reporting webpage schacker

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to go over some tools here.

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So under key resources,

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this right here is last year's presentation

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and once I get this presentation captioned,

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we'll have it up for you to view.

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Last year's PowerPoint is up there right now.

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I've added a couple of edits to it

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and at the end I've added some information

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about how to use ERS, the Effort Reporting System

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to log in throughout the year to see the impacts

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of dual appointments or directors, additional pays,

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that information is also in the user guide.

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We have a lot of good information

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in the frequently asked questions

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and again the user guide.

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So you have the user guide for the effort verification

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that we're going through today.

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There's a link to SPA's PI portal

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'cause I don't go through everything in the PI portal,

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but I go through quite a bit of it.

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If you're on my UVM,

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you have links to PeopleSoft

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which is what we'll be focusing on today,

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and you do have the link

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to the Effort Reporting System as well.

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So conducting effort verifications,

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who do we include in that?

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So basically all individuals

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who have payroll charged directly

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or is cost shared as sponsored agreements

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are included in the review of key personnel

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with commitments on sponsored projects,

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and the PI should be looking at anyone

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who isn't key personnel as well.

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So we have the semi-monthly employees

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who will also certify in ERS,

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which we've been doing for years now,

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and the semi-monthly are the faculty

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and key personnel and sponsored awards.

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I did have this note here that starting in FY24, any

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of the individuals who were moved from the biweekly,

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the traditional biweekly to Kronos,

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those individuals will start certifying in ERS this year.

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And there's more to come on that when I do the training

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for effort certification,

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not everyone will be transitioning in FY24,

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but those who do

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will have effort certification forms in ERS.

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We have the traditional biweekly hourly employee,

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and I added this traditional year for this year because,

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up until now you've had biweekly,

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which included our temporary hourly employees

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and our hourly undergraduate

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and graduate students as well as a few people on Kronos,

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so like our physical plant department was on Kronos,

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so now we're gonna have any employees who are non...

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I always get this wrong, so the non salaried?

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Non-exempt, there we go,

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non-exempt employees will be moving to Kronos.

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And so the temporary hourly employees

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and the hourly undergraduate and graduate students,

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they actually charge

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and certify their hours at the time they submit them

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and they will continue to do so.

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So they are not actually in

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the Effort Reporting System

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for certification at the end of the year,

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but you do need to review their hours

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as you're doing your quarterly review

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to make sure that they are being charged

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to the correct awards

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and being updated,

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especially if an award closes for one year

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and you get a new project for the next year,

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that those get updated

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so they're charging the correct budgets

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and there are no encumbrances for those,

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so no budget estimates for those,

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but they do need to be verified by the PI.

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So here we have the Kronos hourly employees

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that start transitioning next month.

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They will use the plan confirmation approach

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that the semi-monthly employees do,

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which we'll go over in a little bit.

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They will be charging actuals

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but they will be encumbered,

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so they are going to have kind of like

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what we've been referring to is salary distributions.

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It's not really salary now,

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but it's basically

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how they're anticipating their effort

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to be distributed in the same way

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we use salary distributions.

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Again, they need to be verified by the PI or co-PI

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and again, they will certify once a year in Kronos.

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For more guidance on the Kronos employee transition,

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you will need to look at payrolls page for that

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and I can send out the link too later on.

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And then just a note here,

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so pre and postdoc trainees

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and fellows, they don't certify

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because the federal government

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doesn't consider their stipend

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to be a true reflection of effort,

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but they do still need to be verified

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that the stipends are being appropriately allocated

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to projects and at the right amount,

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usually those training awards have a specific guidance

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of what is permitted in terms of the stipend amount.

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So continuing on,

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so commitments are in the PI portal

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and the source data is entered by SPA during award setup.

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So the people who have commitments

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are gonna be the principal investigator,

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a co-PI, anybody who's considered name personnel,

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so they're named on the notice

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of award document, notice award agreement

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and then we also have faculty.

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So any faculty who aren't any of the above,

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they're not a PI co-PI or named personnel,

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but we still wanna have a way for

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anybody helping faculty to be able to see

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their full commitments on awards.

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They have more flexibility in terms of

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changing those commitments,

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but it's good to have a tool

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to see what they've committed effort on

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and so that they don't over commit themselves.

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Just a note here,

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so if commitments are entered incorrectly

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at the time of award setup,

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you should contact SPA@uvm.edu

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and ask that the source data be corrected.

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You will see that correction

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in the PI portal the following day

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'cause it's a nightly process to update that.

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So individuals who do not get commitments in the PI portal

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are lab techs students, other non-key staff.

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So really they're not a faculty,

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typically they're not gonna have a commitment

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and even the pre-postdoc training fellows,

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they're not gonna have commitments,

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and the PI, again, is still responsible

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for verifying these individuals effort

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on their awards on a quarterly basis.

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We'll go over the tools to do that in a little bit.

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So as I mentioned before, the Kronos individuals

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that are moving to the new approach

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uses the plan confirmation approach,

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which is what the semi-monthly individuals do.

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So basically there's a salary distribution

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that is set up ahead of time that indicates

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where they intend to distribute their effort.

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For semi-monthly it's getting allocated

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as the payroll happens and in a set amount

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because they're salaried.

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Kronos individuals now will have

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the salary distribution set up,

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so it'll distribute their hours as they work them

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and enter them into Kronos against that salary distribution.

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So they're not going in like the regular traditional,

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biweekly, temp or grad students

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or students where they're entering a combo code,

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so it'll default to salary distribution,

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beyond that, any further questions

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that'll need to go again to payroll,

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but it's basically like you're planning on how

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that effort is gonna be distributed ahead of time

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and what they're planning on working on.

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So it's important to have these quarterly verifications

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to look back at the last quarter

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and ask, you know, this is how we planned

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on having your effort distributed,

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was that really a good reflection

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of your effort as it was worked

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and making any corrections

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to actual effort that is needed.

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So if they planned on doing 50% on award A and award B

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and it actually ended up being 25%

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and 75%, you're gonna look back

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and get that information,

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having that conversation, making that change.

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And then the confirmation piece

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is we do an annual certification,

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so it's July through June

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of the proceeding fiscal year,

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so that's the period that's being certified

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for the effort,

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but it's conducted during like late August into September,

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any of the stragglers who are still working on it,

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really, the deadline is October 15th,

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but generally trying to get it done

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by the September payroll,

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and it is a web-based certification system.

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00:13:27.060 --> 00:13:28.470
And so there's a training specifically

271
00:13:28.470 --> 00:13:30.750
on that at the end of August.

272
00:13:30.750 --> 00:13:32.760
So anybody who's gonna be involved with that,

273
00:13:32.760 --> 00:13:35.313
look for that announcement later in the year.

274
00:13:39.150 --> 00:13:40.680
And the reason for doing all this

275
00:13:40.680 --> 00:13:44.220
is really to abide by federal regulations.

276
00:13:44.220 --> 00:13:48.330
So the uniform guidance that is currently in place

277
00:13:48.330 --> 00:13:51.480
was put out in December, 2014

278
00:13:51.480 --> 00:13:54.030
and focused on internal controls,

279
00:13:54.030 --> 00:13:55.880
and it used what's called the COSO

280
00:13:55.880 --> 00:14:00.003
or the Green Book was cited quite a bit in that.

281
00:14:00.870 --> 00:14:03.180
At the time UVM did an assessment

282
00:14:03.180 --> 00:14:05.823
of our approach to effort,

283
00:14:06.930 --> 00:14:08.010
and we realized that, you know,

284
00:14:08.010 --> 00:14:12.000
at the time UVM's internal controls really aligned

285
00:14:12.000 --> 00:14:15.423
with the changes in uniform guidance at that time.

286
00:14:16.890 --> 00:14:19.410
We now use a PeopleSoft commitment tool

287
00:14:19.410 --> 00:14:21.300
to conduct the quarterly verifications,

288
00:14:21.300 --> 00:14:23.430
which is why you're all here today.

289
00:14:23.430 --> 00:14:25.773
We do the, you know, certification.

290
00:14:26.670 --> 00:14:29.490
There were some updates to the IBS definition based on that,

291
00:14:29.490 --> 00:14:33.870
which we'll go over after this, which is still applicable

292
00:14:33.870 --> 00:14:38.850
based on some upcoming changes that we've seen

293
00:14:38.850 --> 00:14:41.640
for effort or excuse me, for uniform guidance.

294
00:14:41.640 --> 00:14:44.190
So we are anticipating some updates

295
00:14:44.190 --> 00:14:46.770
to uniform guidance this year.

296
00:14:46.770 --> 00:14:48.450
It could be any day now,

297
00:14:48.450 --> 00:14:52.557
but we didn't see any real changes for effort,

298
00:14:52.557 --> 00:14:55.230
and so we'll continue to do what we've been doing

299
00:14:55.230 --> 00:14:57.024
'cause we've been passing audits

300
00:14:57.024 --> 00:14:59.343
and it's been very successful.

301
00:15:02.580 --> 00:15:05.430
So again, when uniform guidance first came out,

302
00:15:05.430 --> 00:15:08.580
these were kind of some of the updates that we had.

303
00:15:08.580 --> 00:15:12.330
So effort verification is done on a quarterly basis

304
00:15:12.330 --> 00:15:13.800
and it's really for all employees, right?

305
00:15:13.800 --> 00:15:16.560
So it's not just the principal investigator

306
00:15:16.560 --> 00:15:17.460
and the key personnel.

307
00:15:17.460 --> 00:15:18.630
You have to look at everybody.

308
00:15:18.630 --> 00:15:21.690
but the principal investigator is now allowed

309
00:15:21.690 --> 00:15:26.553
to verify the other employees on the award.

310
00:15:28.890 --> 00:15:30.030
When you get to certification,

311
00:15:30.030 --> 00:15:32.460
all faculty have to certify for themselves,

312
00:15:32.460 --> 00:15:36.783
but PIs can certify for any of their students,

313
00:15:40.466 --> 00:15:41.880
and staff on the awards

314
00:15:41.880 --> 00:15:44.040
if that's what the department chooses to do,

315
00:15:44.040 --> 00:15:45.603
and that's permissible.

316
00:15:47.370 --> 00:15:48.750
As far as charging salaries

317
00:15:48.750 --> 00:15:51.093
and wages to sponsored projects,

318
00:15:52.320 --> 00:15:54.330
the importance here is that

319
00:15:54.330 --> 00:15:56.550
all necessary payroll adjustments must be made

320
00:15:56.550 --> 00:15:59.280
such the final amount charged to sponsored agreements

321
00:15:59.280 --> 00:16:02.340
is accurate, allowable and properly allocated.

322
00:16:02.340 --> 00:16:03.690
And it really goes down to

323
00:16:03.690 --> 00:16:06.180
what our university definition is kind

324
00:16:06.180 --> 00:16:08.070
of having a tolerance in there.

325
00:16:08.070 --> 00:16:10.920
And so right out of the effort management

326
00:16:10.920 --> 00:16:13.023
and reporting policy,

327
00:16:13.980 --> 00:16:15.810
I'm gonna just have to read it, sorry.

328
00:16:15.810 --> 00:16:17.580
The university's level of precision

329
00:16:17.580 --> 00:16:20.310
of an employee's effort on each sponsored agreement

330
00:16:20.310 --> 00:16:24.790
or activity shall be within 5% of an employee's total effort

331
00:16:25.680 --> 00:16:28.830
of the activities included in the IBS.

332
00:16:28.830 --> 00:16:30.690
And so I just really wanna kind of get into this,

333
00:16:30.690 --> 00:16:35.100
and so an example here is for a quarter

334
00:16:35.100 --> 00:16:38.640
that you're looking at, you charge 10% for an individual

335
00:16:38.640 --> 00:16:41.460
to a specific sponsored agreement.

336
00:16:41.460 --> 00:16:43.477
But when you're talking with that individual, they say,

337
00:16:43.477 --> 00:16:47.430
"Oh well you know, the first month I worked 8%,

338
00:16:47.430 --> 00:16:49.860
I worked 10% the second month

339
00:16:49.860 --> 00:16:52.440
and then the third month I worked 12%."

340
00:16:52.440 --> 00:16:54.480
You're still averaging 10%.

341
00:16:54.480 --> 00:16:57.270
And so in that case the correct amount

342
00:16:57.270 --> 00:17:00.120
is allocated to that agreement,

343
00:17:00.120 --> 00:17:03.120
so the final amount for that quarter was correct,

344
00:17:03.120 --> 00:17:07.683
and it's within the 5% tolerance.

345
00:17:08.820 --> 00:17:13.820
Now let's say the employee was charged 10% for that quarter

346
00:17:13.860 --> 00:17:16.057
and the communication was like,

347
00:17:16.057 --> 00:17:20.910
"Oh no, I did like 4% one month, 10% the second

348
00:17:20.910 --> 00:17:23.700
and then 16 the final month."

349
00:17:23.700 --> 00:17:25.920
You're still charging the correct final amount

350
00:17:25.920 --> 00:17:28.530
in that amount 'cause it still averages the 10%,

351
00:17:28.530 --> 00:17:31.260
but now you exceed that 5% tolerance.

352
00:17:31.260 --> 00:17:34.650
And so in that case, according to our effort policy,

353
00:17:34.650 --> 00:17:37.500
we would expect that a distribution be updated

354
00:17:37.500 --> 00:17:41.910
to correct the variation within that month.

355
00:17:41.910 --> 00:17:44.460
So as long as you're within that 5%

356
00:17:44.460 --> 00:17:47.400
and it's the final amount is accurate, no updates need

357
00:17:47.400 --> 00:17:49.080
to be submitted,

358
00:17:49.080 --> 00:17:50.653
once you exceed the 5%,

359
00:17:50.653 --> 00:17:54.213
yes we expect corrections to be made to reflect that.

360
00:17:59.280 --> 00:18:00.210
So again, this is one account

361
00:18:00.210 --> 00:18:03.450
I just need to read. (laughing)

362
00:18:03.450 --> 00:18:05.580
So this is directly out of uniform guidance.

363
00:18:05.580 --> 00:18:07.950
So it was recognized that teaching, research, service

364
00:18:07.950 --> 00:18:11.250
and administration are often inextricably intermingled

365
00:18:11.250 --> 00:18:12.960
in the academic setting,

366
00:18:12.960 --> 00:18:13.980
when recording salaries

367
00:18:13.980 --> 00:18:16.530
and wages charged to federal awards for institutions

368
00:18:16.530 --> 00:18:19.770
of higher education, a precise assessment of factors

369
00:18:19.770 --> 00:18:23.520
that contribute to cost is therefore not always feasible

370
00:18:23.520 --> 00:18:24.870
nor is it expected.

371
00:18:24.870 --> 00:18:27.210
Basically the federal government is recognizing

372
00:18:27.210 --> 00:18:30.990
that it's really hard to be precise

373
00:18:30.990 --> 00:18:33.360
and we're not expected to go in

374
00:18:33.360 --> 00:18:36.540
and have people track hour by hour what their effort is.

375
00:18:36.540 --> 00:18:41.540
And so it's really kind of defaults to

376
00:18:41.640 --> 00:18:43.680
what the institutional policy is.

377
00:18:43.680 --> 00:18:48.030
And so they state that significant changes

378
00:18:48.030 --> 00:18:51.360
in the corresponding work activity as defined

379
00:18:51.360 --> 00:18:53.340
by the non-federal entities written policy.

380
00:18:53.340 --> 00:18:57.330
So basically as defined by UVM, are identified

381
00:18:57.330 --> 00:18:59.160
and entered into records in a timely manner.

382
00:18:59.160 --> 00:19:02.160
So this is going back to what I just talked about here.

383
00:19:02.160 --> 00:19:07.160
We define it as a 5% tolerance within the employee's IBS.

384
00:19:09.450 --> 00:19:12.360
And so anything beyond that 5%

385
00:19:12.360 --> 00:19:16.380
is considered a significant change according to our policy.

386
00:19:16.380 --> 00:19:21.120
And so we would enter into the records that correction,

387
00:19:21.120 --> 00:19:22.600
so do a salary distribution

388
00:19:23.820 --> 00:19:26.910
and then the uniform guidance also continues on,

389
00:19:26.910 --> 00:19:29.370
it says short term as one

390
00:19:29.370 --> 00:19:32.460
or two months fluctuations between workload.

391
00:19:32.460 --> 00:19:35.220
Categories need not be considered as long

392
00:19:35.220 --> 00:19:37.014
as the distribution of salaries

393
00:19:37.014 --> 00:19:39.960
and wages is reasonable over the long term.

394
00:19:39.960 --> 00:19:43.320
So kind of what they consider long term

395
00:19:43.320 --> 00:19:45.333
is three months or more, so.

396
00:19:48.267 --> 00:19:52.147
It's kind of the dense part of the presentation. (laughing)

397
00:19:56.130 --> 00:20:00.060
I just wanna briefly touch upon the 1% minimum

398
00:20:00.060 --> 00:20:04.440
for principal investigators.

399
00:20:04.440 --> 00:20:09.003
We did update this language a couple years ago,

400
00:20:10.200 --> 00:20:15.200
so basically we're expecting that PIs have a 1% average

401
00:20:15.270 --> 00:20:18.120
for the minimum on a per budget period,

402
00:20:18.120 --> 00:20:19.703
so no less than 1%.

403
00:20:21.420 --> 00:20:24.240
What was changed was to put this average in here,

404
00:20:24.240 --> 00:20:28.297
because it isn't sufficient for somebody to say,

405
00:20:28.297 --> 00:20:30.390
"Oh I have 1% during the summer month."

406
00:20:30.390 --> 00:20:32.550
So if somebody's a nine month faculty

407
00:20:32.550 --> 00:20:36.450
and they work 1% during the summer months on their award,

408
00:20:36.450 --> 00:20:39.060
that's not 1% for the budget period,

409
00:20:39.060 --> 00:20:40.710
they would have to increase their amount.

410
00:20:40.710 --> 00:20:43.470
If they're only working during the summer,

411
00:20:43.470 --> 00:20:44.610
they would need to increase it

412
00:20:44.610 --> 00:20:47.730
because if the budget period is a full year,

413
00:20:47.730 --> 00:20:52.200
which typically they are, but not always. (laughing)

414
00:20:52.200 --> 00:20:53.940
If the award is specifically

415
00:20:53.940 --> 00:20:56.550
for just the three summer months for start

416
00:20:56.550 --> 00:20:57.750
and end date of the award,

417
00:20:57.750 --> 00:20:59.760
then 1% would be fine in that case,

418
00:20:59.760 --> 00:21:02.250
but if the budget period is longer than that,

419
00:21:02.250 --> 00:21:03.083
you need to look at

420
00:21:03.083 --> 00:21:04.800
what's the average over the budget period.

421
00:21:04.800 --> 00:21:08.310
And so sometimes if they're only working

422
00:21:08.310 --> 00:21:10.620
for a certain field season, they would need

423
00:21:10.620 --> 00:21:15.003
to be working more than 1% during that field season.

424
00:21:16.800 --> 00:21:19.620
And just also to clarify,

425
00:21:19.620 --> 00:21:23.220
the 1% doesn't need to be cost shared.

426
00:21:23.220 --> 00:21:25.290
I still see quite a bit of that

427
00:21:25.290 --> 00:21:27.727
as a comment in salary distributions like

428
00:21:27.727 --> 00:21:30.150
"Oh we need to put our 1% cost share on here."

429
00:21:30.150 --> 00:21:33.420
And just to clarify, the expectation from UVM is to try

430
00:21:33.420 --> 00:21:35.730
and get that to be paid by the sponsor,

431
00:21:35.730 --> 00:21:37.350
so they're paying their fair share

432
00:21:37.350 --> 00:21:40.890
of the effort required to complete the award.

433
00:21:40.890 --> 00:21:43.320
Obviously budgets don't always accommodate that

434
00:21:43.320 --> 00:21:44.558
and so sometimes it can,

435
00:21:44.558 --> 00:21:46.860
I mean it obviously can be cost shared if that's approved

436
00:21:46.860 --> 00:21:48.753
by the dean's departments,

437
00:21:50.310 --> 00:21:52.503
but it isn't required to be cost share.

438
00:21:56.130 --> 00:21:58.230
Just to touch upon some prior approvals.

439
00:21:58.230 --> 00:22:02.970
So any change in key personnel on the award would need

440
00:22:02.970 --> 00:22:05.880
to be communicated to the sponsor,

441
00:22:05.880 --> 00:22:08.583
and so that's anybody named on the award document.

442
00:22:09.720 --> 00:22:13.360
Does engagements from the project for more than three months

443
00:22:14.880 --> 00:22:19.770
or a 25% or greater reduction in time devoted to the project

444
00:22:19.770 --> 00:22:23.070
by key personnel would need to get prior approval.

445
00:22:23.070 --> 00:22:26.340
And so really the PI should be involved

446
00:22:26.340 --> 00:22:30.720
with anyone having a reduction of effort

447
00:22:30.720 --> 00:22:32.730
that's key personnel on their awards

448
00:22:32.730 --> 00:22:35.340
so that they can evaluate whether or not the scope

449
00:22:35.340 --> 00:22:37.170
or the objective of the project

450
00:22:37.170 --> 00:22:39.930
is able to be met with that change.

451
00:22:39.930 --> 00:22:42.450
So I mean this isn't strictly effort

452
00:22:42.450 --> 00:22:45.540
in terms of needing to get sponsored prior approval,

453
00:22:45.540 --> 00:22:48.840
but other individuals reductions

454
00:22:48.840 --> 00:22:50.670
or disengagements could impact to that,

455
00:22:50.670 --> 00:22:52.530
so we just mentioned it here as something

456
00:22:52.530 --> 00:22:55.680
to consider while doing your quarterly reviews

457
00:22:55.680 --> 00:22:57.213
with your PIs.

458
00:22:59.100 --> 00:23:02.370
And just a note that NH now allows effort reductions

459
00:23:02.370 --> 00:23:05.010
during no cost extension periods without prior approval.

460
00:23:05.010 --> 00:23:06.620
However, it does need to be indicated at the time

461
00:23:06.620 --> 00:23:11.103
of the no-cost extension request when working with SPA.

462
00:23:15.390 --> 00:23:17.100
The effort compliance landscape,

463
00:23:17.100 --> 00:23:18.310
so there's been

464
00:23:20.370 --> 00:23:22.980
and continues to be pretty hefty fines

465
00:23:22.980 --> 00:23:27.843
for institutions who don't have sufficient support,

466
00:23:30.700 --> 00:23:32.490
so they don't have sufficient documentation

467
00:23:32.490 --> 00:23:35.070
to support the level of effort claimed on grants

468
00:23:35.070 --> 00:23:36.903
and charged to awards.

469
00:23:37.740 --> 00:23:39.570
So this is a list that we do not want

470
00:23:39.570 --> 00:23:40.890
to find ourselves on some days.

471
00:23:40.890 --> 00:23:44.610
So that's why we continue on with what we've been doing

472
00:23:44.610 --> 00:23:45.750
and we've been very successful

473
00:23:45.750 --> 00:23:48.153
with our current policies and procedures.

474
00:23:49.770 --> 00:23:51.900
In terms of audits, there's internal audits

475
00:23:51.900 --> 00:23:54.780
and investigations here at UVM.

476
00:23:54.780 --> 00:23:57.240
There are uniform guidance audits.

477
00:23:57.240 --> 00:24:00.840
We currently have KPMG as our external auditors.

478
00:24:00.840 --> 00:24:05.580
There are office of an inspector general audits,

479
00:24:05.580 --> 00:24:07.200
agency specific audits.

480
00:24:07.200 --> 00:24:10.260
And it feels like UVM's always under an audit (laughing)

481
00:24:10.260 --> 00:24:11.280
for one reason or another,

482
00:24:11.280 --> 00:24:13.260
which a lot of times is behind the scenes

483
00:24:13.260 --> 00:24:15.030
and you guys aren't aware of what we're doing

484
00:24:15.030 --> 00:24:17.610
because we do have the documentation,

485
00:24:17.610 --> 00:24:20.160
like, I'm constantly asked for

486
00:24:20.160 --> 00:24:23.550
effort certification forms for different awards

487
00:24:23.550 --> 00:24:26.103
because of, again, agency specific audits.

488
00:24:30.090 --> 00:24:32.040
In terms of effort planning and management.

489
00:24:32.040 --> 00:24:35.100
So reviewing effort can really inform a lot

490
00:24:35.100 --> 00:24:36.960
of things throughout the fiscal years.

491
00:24:36.960 --> 00:24:38.910
Obviously we have the committed effort

492
00:24:38.910 --> 00:24:41.160
and effort confirmation.

493
00:24:41.160 --> 00:24:42.240
We have a quarterly monitoring,

494
00:24:42.240 --> 00:24:44.070
which we're talking about today, updates

495
00:24:44.070 --> 00:24:46.473
to salary distributions throughout the year.

496
00:24:47.550 --> 00:24:51.570
Fiscal budgeting, which we're entering in,

497
00:24:51.570 --> 00:24:52.403
it's either started now

498
00:24:52.403 --> 00:24:53.236
or we're going into it

499
00:24:53.236 --> 00:24:56.190
in the next few days to two weeks

500
00:24:56.190 --> 00:24:58.320
and your faculty workload plans.

501
00:24:58.320 --> 00:25:01.110
So people are trying to take on more effort, you know,

502
00:25:01.110 --> 00:25:03.270
look at what's already planned for them

503
00:25:03.270 --> 00:25:06.990
in the PeopleSoft tools

504
00:25:06.990 --> 00:25:09.120
so you can see if they're gonna be over committed.

505
00:25:09.120 --> 00:25:13.110
Are they able to incorporate what they're proposing,

506
00:25:13.110 --> 00:25:15.243
particularly for director roles, you know,

507
00:25:16.200 --> 00:25:17.910
that's gotta be part of their 1.0 FTE

508
00:25:20.250 --> 00:25:24.150
and so where can they reduce effort elsewhere

509
00:25:24.150 --> 00:25:26.250
to accommodate those type of roles.

510
00:25:26.250 --> 00:25:28.800
And so the dean's offices

511
00:25:28.800 --> 00:25:31.470
can use these tools

512
00:25:31.470 --> 00:25:33.780
and come to the administrators for support

513
00:25:33.780 --> 00:25:35.643
before approving certain things.

514
00:25:38.430 --> 00:25:41.070
So in terms of getting to the tools

515
00:25:41.070 --> 00:25:44.430
to help to ask all those questions

516
00:25:44.430 --> 00:25:45.390
and considerations,

517
00:25:45.390 --> 00:25:48.480
so you would go to the employee homepage,

518
00:25:48.480 --> 00:25:52.590
so most of you probably already default to that

519
00:25:52.590 --> 00:25:56.100
and you'd click on the UVM PI portal

520
00:25:56.100 --> 00:25:58.143
and oops, sorry about that.

521
00:25:59.520 --> 00:26:03.060
And from there you have really two areas

522
00:26:03.060 --> 00:26:04.170
that we'll focus on today,

523
00:26:04.170 --> 00:26:06.300
I'm gonna start with the second menu option down,

524
00:26:06.300 --> 00:26:08.880
it's the sponsored effort commitments.

525
00:26:08.880 --> 00:26:12.450
And from there you can type in a department

526
00:26:12.450 --> 00:26:15.360
or you can type in a person's name

527
00:26:15.360 --> 00:26:17.643
or employee ID department description,

528
00:26:18.810 --> 00:26:22.110
however you wanna start looking for your individuals

529
00:26:22.110 --> 00:26:24.210
who you need to to look into.

530
00:26:24.210 --> 00:26:29.210
And anybody who has commitment set up for them

531
00:26:29.640 --> 00:26:31.980
will be displayed below in the list below,

532
00:26:31.980 --> 00:26:33.060
and you can just click on them

533
00:26:33.060 --> 00:26:36.063
and it'll bring you into an individual's form.

534
00:26:38.640 --> 00:26:42.990
So it brings you right into the commitment

535
00:26:42.990 --> 00:26:46.820
by person tab of the sponsored effort commitments,

536
00:26:46.820 --> 00:26:48.120
and so there's a lot of information here

537
00:26:48.120 --> 00:26:50.802
so I'm gonna start to try and break it all down.

538
00:26:50.802 --> 00:26:52.530
So here in the header it's gonna default

539
00:26:52.530 --> 00:26:54.330
to the current fiscal year.

540
00:26:54.330 --> 00:26:55.650
I wasn't as successful

541
00:26:55.650 --> 00:26:57.090
as finding like some really good examples

542
00:26:57.090 --> 00:26:58.020
as I was last year,

543
00:26:58.020 --> 00:27:00.510
so I did just keep most of my examples from last year.

544
00:27:00.510 --> 00:27:05.510
So for now, if you go into it, it would default to 2024,

545
00:27:06.600 --> 00:27:09.450
but if somebody does have a salary distribution pending

546
00:27:09.450 --> 00:27:12.810
for them, as long as it was done the day before,

547
00:27:12.810 --> 00:27:14.670
the system is gonna give you a note here,

548
00:27:14.670 --> 00:27:15.630
letting you know that there are

549
00:27:15.630 --> 00:27:18.813
outstanding distribution changes for this person.

550
00:27:20.400 --> 00:27:21.930
Notes that, you know, effort reduction

551
00:27:21.930 --> 00:27:24.543
more than 25% require prior approval.

552
00:27:26.070 --> 00:27:27.360
We'll go over this later.

553
00:27:27.360 --> 00:27:29.730
This is a button here that you can add comments.

554
00:27:29.730 --> 00:27:30.990
So this is really great

555
00:27:30.990 --> 00:27:35.820
'cause there's constantly changes

556
00:27:35.820 --> 00:27:38.340
in personnel within departments

557
00:27:38.340 --> 00:27:40.710
or kind of structures of how departments work

558
00:27:40.710 --> 00:27:43.800
and manage and support their faculty.

559
00:27:43.800 --> 00:27:48.720
So if more than one person is going to be responsible

560
00:27:48.720 --> 00:27:51.810
for supporting faculty, we recommend putting your comments

561
00:27:51.810 --> 00:27:54.630
after doing your quarterly reviews into PeopleSoft

562
00:27:54.630 --> 00:27:59.310
so that they're available for whether you leave

563
00:27:59.310 --> 00:28:00.940
and go onto a different position

564
00:28:02.280 --> 00:28:06.180
or your department changes the structure

565
00:28:06.180 --> 00:28:08.880
and now you have like a team approach to supporting faculty

566
00:28:08.880 --> 00:28:11.730
and you may not be the same person always supporting

567
00:28:11.730 --> 00:28:15.090
that particular faculty person,

568
00:28:15.090 --> 00:28:17.250
so we'll go over that in a little bit.

569
00:28:17.250 --> 00:28:20.490
But again, so it will first default to all the commitments

570
00:28:20.490 --> 00:28:23.160
for the current fiscal year when you enter it.

571
00:28:23.160 --> 00:28:25.650
You can type in a different fiscal year

572
00:28:25.650 --> 00:28:27.120
and click limit by fiscal year.

573
00:28:27.120 --> 00:28:29.130
If you wanted to look at the last year,

574
00:28:29.130 --> 00:28:30.600
you can click show all year,

575
00:28:30.600 --> 00:28:32.973
it can be a bit much though, I will warn you.

576
00:28:35.490 --> 00:28:37.200
But then if you start looking at the information,

577
00:28:37.200 --> 00:28:38.550
it's showing you, you get the award

578
00:28:38.550 --> 00:28:40.920
and project, a lot of the PIs

579
00:28:40.920 --> 00:28:43.650
or faculty know their project by the description

580
00:28:43.650 --> 00:28:47.430
and not so much the PeopleSoft information

581
00:28:47.430 --> 00:28:48.630
or the click information,

582
00:28:48.630 --> 00:28:50.640
so that's here as well.

583
00:28:50.640 --> 00:28:53.680
I believe there's the award description at the very end

584
00:28:55.500 --> 00:28:58.500
and then there's a button here, we'll go over it later,

585
00:28:58.500 --> 00:28:59.850
just go to that project

586
00:28:59.850 --> 00:29:02.790
so you could see all the information on that.

587
00:29:02.790 --> 00:29:04.140
The employee class,

588
00:29:04.140 --> 00:29:07.650
so here you have your 12 month faculty,

589
00:29:07.650 --> 00:29:12.650
sometimes you have nine month faculty,

590
00:29:12.990 --> 00:29:14.220
occasionally there I think there'll be

591
00:29:14.220 --> 00:29:15.180
a couple of 10 months,

592
00:29:15.180 --> 00:29:17.940
but basically 12 or nine month faculty.

593
00:29:17.940 --> 00:29:20.160
Your role, which will dictate whether

594
00:29:20.160 --> 00:29:21.960
it's considered key or not,

595
00:29:21.960 --> 00:29:25.950
so principal investigator, co-PI and name personnel.

596
00:29:25.950 --> 00:29:28.890
These are your three that will default

597
00:29:28.890 --> 00:29:31.230
to saying yes they are key personnel.

598
00:29:31.230 --> 00:29:33.423
Your faculty role is, no.

599
00:29:34.650 --> 00:29:36.390
The awarded home department is helpful

600
00:29:36.390 --> 00:29:39.420
because if you're the faculty person

601
00:29:39.420 --> 00:29:42.550
you're doing a quarterly review on

602
00:29:44.190 --> 00:29:47.580
has commitments and awards outside of your department,

603
00:29:47.580 --> 00:29:49.530
it's helpful to know which department that is

604
00:29:49.530 --> 00:29:52.050
and to reach out to that department

605
00:29:52.050 --> 00:29:55.050
to find out is this award getting extended

606
00:29:55.050 --> 00:29:58.210
or when you're meeting with them

607
00:29:59.310 --> 00:30:00.420
or with your faculty

608
00:30:00.420 --> 00:30:02.550
and they say, "I'm not working on this anymore."

609
00:30:02.550 --> 00:30:04.290
And their key personnel, you wanna reach out

610
00:30:04.290 --> 00:30:07.830
to that administrator and the PI to let them know

611
00:30:07.830 --> 00:30:09.990
that they've dropped off that award

612
00:30:09.990 --> 00:30:12.273
or reduced their effort for instance.

613
00:30:13.470 --> 00:30:15.180
So this kind of keeps scrolling.

614
00:30:15.180 --> 00:30:17.220
So I'm just gonna go to the the next slide

615
00:30:17.220 --> 00:30:18.900
which continues on.

616
00:30:18.900 --> 00:30:21.690
So you would have this start

617
00:30:21.690 --> 00:30:22.523
and end date of...

618
00:30:22.523 --> 00:30:23.670
This is the commitment,

619
00:30:23.670 --> 00:30:25.890
this isn't the award start and end date.

620
00:30:25.890 --> 00:30:28.860
So this is telling you when they should be working

621
00:30:28.860 --> 00:30:30.480
on the award and how much.

622
00:30:30.480 --> 00:30:32.850
So 12 month individual would be calendar

623
00:30:32.850 --> 00:30:34.560
and calendar cost share.

624
00:30:34.560 --> 00:30:37.650
A nine month faculty will have academic

625
00:30:37.650 --> 00:30:41.520
and direct Anna's cost share,

626
00:30:41.520 --> 00:30:42.900
and this gives you the information on who

627
00:30:42.900 --> 00:30:45.180
the PI of that particular award is.

628
00:30:45.180 --> 00:30:47.340
And historically for the Effort Reporting System,

629
00:30:47.340 --> 00:30:50.310
when we used that as the commitment tool, they had

630
00:30:50.310 --> 00:30:53.070
to have each budget period broken out for some features

631
00:30:53.070 --> 00:30:55.320
that worked in that system.

632
00:30:55.320 --> 00:30:56.640
We've moved away from that,

633
00:30:56.640 --> 00:30:59.700
so you'll start to see instead of each award

634
00:30:59.700 --> 00:31:02.640
being set up for individual budget periods,

635
00:31:02.640 --> 00:31:05.760
if the commitment doesn't change over time,

636
00:31:05.760 --> 00:31:08.040
you might see one...

637
00:31:08.040 --> 00:31:10.950
Sorry, I think we're getting an oil delivery,

638
00:31:10.950 --> 00:31:13.150
so if you hear the dog barking, I apologize.

639
00:31:15.090 --> 00:31:16.140
So what was I saying?

640
00:31:16.140 --> 00:31:18.930
Yeah, so going forward you might just see

641
00:31:18.930 --> 00:31:21.930
for one award it might span like five years

642
00:31:21.930 --> 00:31:23.253
if it's a five year award.

643
00:31:26.670 --> 00:31:30.780
So this cost share is both regular cost share

644
00:31:30.780 --> 00:31:32.430
that's committed to the sponsor

645
00:31:32.430 --> 00:31:35.463
or it's over the salary cap cost share.

646
00:31:36.720 --> 00:31:39.570
Comments here, these are percentages

647
00:31:39.570 --> 00:31:41.520
and they're not listed in person months,

648
00:31:41.520 --> 00:31:44.940
so there is that difference

649
00:31:44.940 --> 00:31:48.240
that we talked about in part one

650
00:31:48.240 --> 00:31:53.240
of the effort trainings where it's best to commit effort

651
00:31:55.920 --> 00:31:57.690
to the sponsor based on person months

652
00:31:57.690 --> 00:31:59.880
because it allows for a lot of flexibility,

653
00:31:59.880 --> 00:32:03.120
but once it's awarded, we all work in percentages

654
00:32:03.120 --> 00:32:06.480
because salary distributions are not set up

655
00:32:06.480 --> 00:32:10.320
by person months.

656
00:32:10.320 --> 00:32:15.170
You know, like so the system right now gives percentages

657
00:32:16.260 --> 00:32:19.590
and I know SPA's working on a new version

658
00:32:19.590 --> 00:32:22.740
of Qlik that might be giving it in person months,

659
00:32:22.740 --> 00:32:24.690
so there's more to come on, you know,

660
00:32:24.690 --> 00:32:27.360
what tools are gonna look like moving forward,

661
00:32:27.360 --> 00:32:30.363
but right now this is how everything looks here.

662
00:32:31.260 --> 00:32:33.660
And again, the commitment data is available the day

663
00:32:33.660 --> 00:32:36.710
after the award is set up and completed in PeopleSoft.

664
00:32:38.160 --> 00:32:41.130
This is just a summary of what I hopefully just went over.

665
00:32:41.130 --> 00:32:42.930
So name and id, I didn't mention that,

666
00:32:42.930 --> 00:32:45.030
but that's on, on the header option

667
00:32:45.030 --> 00:32:48.090
to change this fiscal year, alert is there

668
00:32:48.090 --> 00:32:50.460
if there's a pending salary distribution

669
00:32:50.460 --> 00:32:54.240
and a button to access the commitment page

670
00:32:54.240 --> 00:32:55.350
to document your review.

671
00:32:55.350 --> 00:32:58.020
So that's the comments page,

672
00:32:58.020 --> 00:33:00.870
so we'll go over that again in a little bit.

673
00:33:00.870 --> 00:33:04.233
The commitment data as I mentioned, it has the PeopleSoft

674
00:33:04.233 --> 00:33:06.810
and Qlik number, project number, project description,

675
00:33:06.810 --> 00:33:11.810
a go to button tells you the class project role,

676
00:33:11.940 --> 00:33:13.770
we've gone over all of this.

677
00:33:13.770 --> 00:33:15.670
Okay, so I didn't miss anything there.

678
00:33:19.170 --> 00:33:24.170
The next tab over in this is distributions by person.

679
00:33:24.390 --> 00:33:25.680
Again, it'll let you know

680
00:33:25.680 --> 00:33:27.690
if there's an outstanding distribution

681
00:33:27.690 --> 00:33:29.580
request for that individual.

682
00:33:29.580 --> 00:33:31.530
It will default to the current fiscal year.

683
00:33:31.530 --> 00:33:34.050
Again, my examples last year's,

684
00:33:34.050 --> 00:33:36.690
this does not include additional pays,

685
00:33:36.690 --> 00:33:39.120
so this is strictly salary distribution.

686
00:33:39.120 --> 00:33:41.310
So if somebody has a summer commitment

687
00:33:41.310 --> 00:33:43.020
for those nine month faculty,

688
00:33:43.020 --> 00:33:44.580
you're not gonna see that in here.

689
00:33:44.580 --> 00:33:49.020
So you're gonna need to know

690
00:33:49.020 --> 00:33:53.880
what you've submitted and go into PeopleSoft HR

691
00:33:53.880 --> 00:33:55.020
and look up that individual

692
00:33:55.020 --> 00:33:57.540
and make sure everything that is supposed

693
00:33:57.540 --> 00:34:01.050
to be submitted for that individual is in progress,

694
00:34:01.050 --> 00:34:03.873
obviously when we get close to the summer months.

695
00:34:08.220 --> 00:34:10.590
Yeah, you actually will have to click on this,

696
00:34:10.590 --> 00:34:13.260
get payroll distributions in order to see that data.

697
00:34:13.260 --> 00:34:14.700
It won't actually default in

698
00:34:14.700 --> 00:34:17.820
so you just gotta click the button for some reason

699
00:34:17.820 --> 00:34:22.170
and then all the columns are able to be sorted,

700
00:34:22.170 --> 00:34:24.903
so you can click on any of these to sort them.

701
00:34:26.190 --> 00:34:28.320
You can click on the chart field button

702
00:34:28.320 --> 00:34:29.340
to see all the chart fields.

703
00:34:29.340 --> 00:34:31.470
I tend to click on this button here,

704
00:34:31.470 --> 00:34:33.120
which will give you all the information

705
00:34:33.120 --> 00:34:33.990
you see on my screen now,

706
00:34:33.990 --> 00:34:36.390
but also all of the chart fields,

707
00:34:36.390 --> 00:34:37.920
but even without the chart fields,

708
00:34:37.920 --> 00:34:39.963
this will give you information based on

709
00:34:39.963 --> 00:34:41.640
what the function code is.

710
00:34:41.640 --> 00:34:46.640
So you know, you wanna see the cost share,

711
00:34:48.810 --> 00:34:50.103
you can sort by that,

712
00:34:52.230 --> 00:34:53.063
but to me,

713
00:34:53.063 --> 00:34:54.900
like you don't have the project number right here.

714
00:34:54.900 --> 00:34:57.630
So without clicking on here, okay,

715
00:34:57.630 --> 00:34:59.220
yeah this is cost share, (laughing)

716
00:34:59.220 --> 00:35:02.790
but what award, oh actually no, sorry, it's over here.

717
00:35:04.260 --> 00:35:05.430
I do have these red lines here.

718
00:35:05.430 --> 00:35:08.040
So anybody who's familiar with salary distributions

719
00:35:08.040 --> 00:35:11.490
can kind of get familiar with this here pretty quickly,

720
00:35:11.490 --> 00:35:14.700
but basically this is effective start

721
00:35:14.700 --> 00:35:16.830
and end date of the distribution.

722
00:35:16.830 --> 00:35:21.360
So these are gonna add up to a 100%

723
00:35:21.360 --> 00:35:26.360
for this UVM salary for this individual from 7/1 to 9/30.

724
00:35:27.660 --> 00:35:31.200
And then it switches, that one ends

725
00:35:31.200 --> 00:35:33.720
and this new allocation starts as of 10/1,

726
00:35:33.720 --> 00:35:35.520
and that goes through February,

727
00:35:35.520 --> 00:35:38.790
excuse me, December 31st (laughing)

728
00:35:38.790 --> 00:35:42.160
and then again it switches again starting January 1st

729
00:35:43.080 --> 00:35:44.830
through the end of the fiscal year.

730
00:35:46.980 --> 00:35:48.510
Again, you can do a range

731
00:35:48.510 --> 00:35:51.000
of fiscal years here if you wanted

732
00:35:51.000 --> 00:35:54.000
or just put in the fiscal year you want,

733
00:35:54.000 --> 00:35:56.150
but it's gonna default to the current year.

734
00:35:57.990 --> 00:36:01.590
Another thing to look for here is

735
00:36:01.590 --> 00:36:04.230
if there's anything in department suspense.

736
00:36:04.230 --> 00:36:08.160
So again, you'd click on to see all the chart fields.

737
00:36:08.160 --> 00:36:10.620
It's just a way, you're already talking with them.

738
00:36:10.620 --> 00:36:12.030
Is there something in suspense

739
00:36:12.030 --> 00:36:13.530
that should be a trigger to you?

740
00:36:13.530 --> 00:36:14.490
Is something set up?

741
00:36:14.490 --> 00:36:17.010
Are we still waiting for approval

742
00:36:17.010 --> 00:36:18.243
for a sponsor?

743
00:36:19.230 --> 00:36:20.820
Has the sponsor said that it's been denied?

744
00:36:20.820 --> 00:36:22.257
Like what do we need to do with this effort

745
00:36:22.257 --> 00:36:24.630
and suspense from previous quarters

746
00:36:24.630 --> 00:36:26.643
and maybe the upcoming quarter?

747
00:36:29.730 --> 00:36:30.810
So same thing,

748
00:36:30.810 --> 00:36:34.953
we have the name employee D option change fiscal year,

749
00:36:35.850 --> 00:36:37.200
additional pays are not there.

750
00:36:37.200 --> 00:36:39.333
Alert if there's pending distribution.

751
00:36:42.630 --> 00:36:43.620
Actually lemme go back.

752
00:36:43.620 --> 00:36:48.620
So it does have a project description over here.

753
00:36:48.960 --> 00:36:51.240
Oh it does include the employee record number.

754
00:36:51.240 --> 00:36:56.240
So sometimes people may switch an employee record

755
00:36:56.670 --> 00:36:58.290
or if they have a dual appointment,

756
00:36:58.290 --> 00:37:00.270
you'll see both employee records there.

757
00:37:00.270 --> 00:37:02.193
You'd probably wanna sort by that.

758
00:37:05.190 --> 00:37:07.530
It does have your home department

759
00:37:07.530 --> 00:37:11.643
and your percentages, so.

760
00:37:13.110 --> 00:37:15.693
I've gone through all of that detail,

761
00:37:19.290 --> 00:37:22.560
going back to the commitment by person page,

762
00:37:22.560 --> 00:37:26.490
so we're gonna go over this add comments field.

763
00:37:26.490 --> 00:37:31.320
So this will open up into a new tab

764
00:37:31.320 --> 00:37:33.840
and this is where again, you're gonna wanna display

765
00:37:33.840 --> 00:37:38.520
your comments about the review you just had

766
00:37:38.520 --> 00:37:43.520
with that individual, especially any action items.

767
00:37:43.710 --> 00:37:45.192
So for instance, like I just said,

768
00:37:45.192 --> 00:37:47.670
this person's in department suspense award,

769
00:37:47.670 --> 00:37:49.650
A, B, C, D has been awarded and set up,

770
00:37:49.650 --> 00:37:53.130
now I need to distribute X percentage to that award.

771
00:37:53.130 --> 00:37:55.020
That might be your action item

772
00:37:55.020 --> 00:37:59.740
and a comment you wanna put on after your review

773
00:38:01.440 --> 00:38:03.480
and be sure to click the save button.

774
00:38:03.480 --> 00:38:07.293
So this is what the comment field looks like.

775
00:38:08.520 --> 00:38:11.040
You can add additional comments here,

776
00:38:11.040 --> 00:38:12.030
you can delete them,

777
00:38:12.030 --> 00:38:14.490
anyone can delete them, so be careful

778
00:38:14.490 --> 00:38:18.390
and if auditors request information,

779
00:38:18.390 --> 00:38:20.670
which has started to happen, asking

780
00:38:20.670 --> 00:38:24.240
for documentation of the quarterly reviews.

781
00:38:24.240 --> 00:38:26.790
So if it's here we can provide it to them,

782
00:38:26.790 --> 00:38:28.890
but whatever's here, we're not gonna edit.

783
00:38:28.890 --> 00:38:31.353
So be careful (laughing) of what you say,

784
00:38:32.250 --> 00:38:34.890
but also be detailed enough

785
00:38:34.890 --> 00:38:38.190
so that you know when you come back to this the next time

786
00:38:38.190 --> 00:38:41.640
or somebody else gets assigned to that faculty member

787
00:38:41.640 --> 00:38:43.830
that they have the details needed to know

788
00:38:43.830 --> 00:38:47.740
what action items were pending after your review

789
00:38:50.520 --> 00:38:53.400
and what was reviewed during that time period.

790
00:38:53.400 --> 00:38:54.720
So I mean, right now

791
00:38:54.720 --> 00:38:58.470
I've only gone over reviewing effort commitments

792
00:38:58.470 --> 00:39:01.350
and actual effort for the individual

793
00:39:01.350 --> 00:39:03.090
for this faculty member,

794
00:39:03.090 --> 00:39:05.280
but really wanna come back to this faculty member

795
00:39:05.280 --> 00:39:07.230
after you've gone through each of their projects

796
00:39:07.230 --> 00:39:08.670
and reviewed the personnel on them

797
00:39:08.670 --> 00:39:11.340
to know if there's any other action items

798
00:39:11.340 --> 00:39:12.360
and to just really document

799
00:39:12.360 --> 00:39:14.610
that you have looked at each of the projects.

800
00:39:15.630 --> 00:39:18.690
I'll go over looking at pending proposals

801
00:39:18.690 --> 00:39:20.550
and Qlik towards the end,

802
00:39:20.550 --> 00:39:23.730
but this is a recommendation of note to put in here,

803
00:39:23.730 --> 00:39:27.630
so you can kind of have an ongoing list of pending proposals

804
00:39:27.630 --> 00:39:28.920
and have a conversation about 'em,

805
00:39:28.920 --> 00:39:30.090
and that's something you might wanna do

806
00:39:30.090 --> 00:39:32.010
before you meet with the faculty member.

807
00:39:32.010 --> 00:39:35.190
Just look at all the pending proposals

808
00:39:35.190 --> 00:39:36.690
and their commitments on those.

809
00:39:36.690 --> 00:39:37.950
Know what's coming up,

810
00:39:37.950 --> 00:39:39.420
being able to have a conversation

811
00:39:39.420 --> 00:39:41.160
of was it awarded?

812
00:39:41.160 --> 00:39:42.090
Is it pending set up?

813
00:39:42.090 --> 00:39:44.013
Do we need to get an advanced account?

814
00:39:45.169 --> 00:39:46.680
And, so on.

815
00:39:46.680 --> 00:39:49.380
And this is a good example of really when you're done

816
00:39:49.380 --> 00:39:54.180
with the full review of individuals on an award,

817
00:39:54.180 --> 00:39:55.380
what a note would look like.

818
00:39:55.380 --> 00:39:59.130
So quarterly review was done,

819
00:39:59.130 --> 00:40:02.670
reviewed all of his commitments and actual effort

820
00:40:02.670 --> 00:40:05.010
and there are no effort corrections needed for last quarter

821
00:40:05.010 --> 00:40:07.080
or the upcoming quarter for him.

822
00:40:07.080 --> 00:40:10.020
Need to initiate a no-cost extension for

823
00:40:10.020 --> 00:40:12.093
project 1, 2, 3, 4, 5, 6,

824
00:40:13.230 --> 00:40:16.140
reviewed personnel effort on his projects,

825
00:40:16.140 --> 00:40:18.000
and graduate student Jamie Smith

826
00:40:18.000 --> 00:40:19.950
or John Smith is not distributed

827
00:40:19.950 --> 00:40:24.720
to project (laughing) 9 8 7 6 5 4.

828
00:40:24.720 --> 00:40:28.470
Notified their administrator via the notify button

829
00:40:28.470 --> 00:40:29.823
in that project.

830
00:40:30.840 --> 00:40:33.390
And so most of these pages will have a notify button.

831
00:40:33.390 --> 00:40:35.520
I really like the one

832
00:40:35.520 --> 00:40:38.580
right out of the actual project itself

833
00:40:38.580 --> 00:40:40.770
'cause it gives you a link to that project

834
00:40:40.770 --> 00:40:42.390
for that business manager if they want,

835
00:40:42.390 --> 00:40:44.670
and so I'll show you that in a little bit.

836
00:40:44.670 --> 00:40:48.370
But again, you don't get that your user data ID

837
00:40:49.410 --> 00:40:51.840
and timestamp until you click save.

838
00:40:51.840 --> 00:40:53.917
When I was first testing this with Susan SKoga, I was like,

839
00:40:53.917 --> 00:40:56.820
"My notes aren't saving, like it's not working."

840
00:40:56.820 --> 00:40:58.170
And she's like, "Are you clicking save?"

841
00:40:58.170 --> 00:41:00.570
I'm like, "Well I guess not." (laughing)

842
00:41:00.570 --> 00:41:01.403
Because like I said,

843
00:41:01.403 --> 00:41:03.450
it opens up into a new tab

844
00:41:03.450 --> 00:41:05.280
and so it's so tempting to just x out

845
00:41:05.280 --> 00:41:08.340
of the tab without having saved your notes.

846
00:41:08.340 --> 00:41:10.920
So that will always be my word of caution

847
00:41:10.920 --> 00:41:12.333
to you to be sure to save.

848
00:41:17.340 --> 00:41:22.320
All right, I am going to switch over

849
00:41:22.320 --> 00:41:27.320
to showing you a demo

850
00:41:27.630 --> 00:41:30.480
of that part so far.

851
00:41:30.480 --> 00:41:32.620
So again, for me, I default essential user

852
00:41:33.570 --> 00:41:36.330
if you don't already default to UVM employee,

853
00:41:36.330 --> 00:41:37.770
you wanna switch to that.

854
00:41:37.770 --> 00:41:40.560
You should have a UVM PI portal tab.

855
00:41:40.560 --> 00:41:41.890
You can just click on that

856
00:41:43.320 --> 00:41:46.560
and it's the second menu option below here.

857
00:41:46.560 --> 00:41:49.470
Again, you can look up by department

858
00:41:49.470 --> 00:41:53.460
and you'll get all of the individuals

859
00:41:53.460 --> 00:41:55.773
that have had commitments set up in the past.

860
00:41:56.700 --> 00:41:58.590
You'll see these are all the ones

861
00:41:58.590 --> 00:42:01.530
that have had comments entered on 'em,

862
00:42:01.530 --> 00:42:02.675
so you could go in

863
00:42:02.675 --> 00:42:06.873
and see the commitments in the history here,

864
00:42:08.580 --> 00:42:11.700
so this is a good example of using this.

865
00:42:11.700 --> 00:42:14.340
And so anyone that goes to help this individual,

866
00:42:14.340 --> 00:42:17.670
this PI later on has that history

867
00:42:17.670 --> 00:42:20.760
and can pick up if needed.

868
00:42:20.760 --> 00:42:23.310
But going back to the search,

869
00:42:23.310 --> 00:42:25.260
there are some historic information here.

870
00:42:25.260 --> 00:42:28.050
So you have some old individuals where...

871
00:42:28.050 --> 00:42:33.030
Well not old individuals, but old commitments

872
00:42:33.030 --> 00:42:37.037
from years ago when staff used to require

873
00:42:39.210 --> 00:42:41.130
a direct cost justification for staff

874
00:42:41.130 --> 00:42:43.530
to be distributed on an award.

875
00:42:43.530 --> 00:42:46.530
And so the system sees these from long ago,

876
00:42:46.530 --> 00:42:50.040
but there's nothing here,

877
00:42:50.040 --> 00:42:51.390
that's why you don't see any comments

878
00:42:51.390 --> 00:42:53.340
from Mindy in this case

879
00:42:53.340 --> 00:42:55.980
because it's old historic information.

880
00:42:55.980 --> 00:42:56.970
It's gonna list them,

881
00:42:56.970 --> 00:42:59.170
but you don't need to do anything with them.

882
00:43:00.210 --> 00:43:02.700
Once you start to go through all the individuals

883
00:43:02.700 --> 00:43:03.540
in your department,

884
00:43:03.540 --> 00:43:05.580
if you haven't already, you'll get to know,

885
00:43:05.580 --> 00:43:08.763
okay, these ones I don't need to do. (laughing)

886
00:43:12.173 --> 00:43:15.153
and you can also go by name.

887
00:43:18.090 --> 00:43:22.650
And so again, click on any of that is all hyperlink.

888
00:43:22.650 --> 00:43:24.990
And so here, like I said,

889
00:43:24.990 --> 00:43:27.180
it defaults to the current fiscal year.

890
00:43:27.180 --> 00:43:28.377
You have all your information.

891
00:43:28.377 --> 00:43:29.863
I'm just gonna collapse this

892
00:43:29.863 --> 00:43:31.513
so you can see a little bit more.

893
00:43:32.640 --> 00:43:34.040
But again, I mean keep scrolling, which is why I had

894
00:43:34.040 --> 00:43:35.880
to put it on two slides,

895
00:43:35.880 --> 00:43:36.990
But yeah, this is the award title

896
00:43:36.990 --> 00:43:37.823
I think is the only thing

897
00:43:37.823 --> 00:43:39.690
I didn't end up having in there,

898
00:43:39.690 --> 00:43:42.240
'cause again, that might be the piece of information

899
00:43:42.240 --> 00:43:45.840
that the PI is familiar with as opposed to

900
00:43:45.840 --> 00:43:49.020
the project number or the award ID or project.

901
00:43:49.020 --> 00:43:51.470
You know, like they all have their different ways

902
00:43:52.500 --> 00:43:54.873
of recognizing which awards they're working on.

903
00:43:56.160 --> 00:43:58.290
And so again, if you wanted to see

904
00:43:58.290 --> 00:43:59.910
what were the commitments last year,

905
00:43:59.910 --> 00:44:02.013
you can limit by fiscal year.

906
00:44:05.100 --> 00:44:06.207
So it seems like this year

907
00:44:06.207 --> 00:44:09.600
there's less commitments for this one,

908
00:44:09.600 --> 00:44:11.490
a little more easily able to be managed.

909
00:44:11.490 --> 00:44:12.690
Oh, and I forgot to put mention this.

910
00:44:12.690 --> 00:44:15.390
So project status, you can see which awards are closed,

911
00:44:15.390 --> 00:44:17.403
which had an advanced account.

912
00:44:18.480 --> 00:44:21.630
You can see the end date again of the commitment,

913
00:44:21.630 --> 00:44:23.763
not necessarily the project.

914
00:44:26.640 --> 00:44:30.570
And then you'd switch over to the distribution by person

915
00:44:30.570 --> 00:44:32.820
and again, see how it defaults to this fiscal year.

916
00:44:32.820 --> 00:44:36.480
You do have to press the button. (laughing)

917
00:44:36.480 --> 00:44:37.410
Oh, this one now has

918
00:44:37.410 --> 00:44:39.600
outstanding distribution change requests for this person.

919
00:44:39.600 --> 00:44:41.813
I don't think it did last week when I was looking at it.

920
00:44:43.347 --> 00:44:45.690
And so this is her entire distribution request.

921
00:44:45.690 --> 00:44:47.540
So there's a lot of information here,

922
00:44:49.019 --> 00:44:52.380
but you can see like this is where

923
00:44:52.380 --> 00:44:53.670
it switches over from.

924
00:44:53.670 --> 00:44:58.670
So July and August were the same distribution

925
00:44:58.860 --> 00:45:02.610
and then it switched, there's a change in September.

926
00:45:02.610 --> 00:45:04.950
So whether this busy, it might just be easier

927
00:45:04.950 --> 00:45:08.010
to run the distribution and have the form in front of you,

928
00:45:08.010 --> 00:45:09.300
but this is a tool here,

929
00:45:09.300 --> 00:45:11.310
if you wanted to just be able to go back and forth

930
00:45:11.310 --> 00:45:15.780
and say, "All right, well she's telling me she didn't

931
00:45:15.780 --> 00:45:19.413
work as much on this award.

932
00:45:21.660 --> 00:45:23.520
Well what did we already enter

933
00:45:23.520 --> 00:45:24.780
and did we already discuss that?"

934
00:45:24.780 --> 00:45:26.130
And you can just come over

935
00:45:26.130 --> 00:45:27.630
and look over here to see that.

936
00:45:27.630 --> 00:45:32.070
So different ways to use that.

937
00:45:32.070 --> 00:45:35.430
Again, this is the comment button,

938
00:45:35.430 --> 00:45:37.353
again it opens into a new page,

939
00:45:39.390 --> 00:45:41.790
defaults to having a comment here.

940
00:45:41.790 --> 00:45:45.570
I like to just always have more space,

941
00:45:45.570 --> 00:45:50.570
just my idiosyncrasies, but you won't get that user ID

942
00:45:51.990 --> 00:45:53.610
and last updated date

943
00:45:53.610 --> 00:45:58.570
until you save, I'm gonna save it,

944
00:46:01.034 --> 00:46:03.510
and now you see this here, it's still editable.

945
00:46:03.510 --> 00:46:06.813
I don't even know if we need this edit box,

946
00:46:08.280 --> 00:46:11.733
but again, anybody could come in and also delete it.

947
00:46:13.345 --> 00:46:14.760
I'm gonna save that delete

948
00:46:14.760 --> 00:46:17.210
because this is the (laughing) production system.

949
00:46:20.340 --> 00:46:25.110
Is there any questions on really using the commitment

950
00:46:25.110 --> 00:46:29.220
by person for the sponsored effort commitments tools here?

951
00:46:29.220 --> 00:46:31.220
Again, we're just looking at the person.

952
00:46:35.400 --> 00:46:38.490
All right, I think all the questions were answered

953
00:46:38.490 --> 00:46:39.323
as we went

954
00:46:40.350 --> 00:46:45.123
and then going to bring the presentation back up.

955
00:46:51.106 --> 00:46:54.060
It always used to default to this screen and now it's not.

956
00:46:54.060 --> 00:46:56.660
I don't know why today is different, but here we go.

957
00:46:57.600 --> 00:47:00.300
So the next piece is looking at

958
00:47:00.300 --> 00:47:02.340
the individuals on the project.

959
00:47:02.340 --> 00:47:04.950
So the PI and co-PI are responsible

960
00:47:04.950 --> 00:47:07.200
for making sure all the other individuals

961
00:47:07.200 --> 00:47:11.440
on the project are being charged appropriately

962
00:47:12.540 --> 00:47:14.397
and that's required to be done quarterly as well.

963
00:47:14.397 --> 00:47:18.450
And so the PI portal search by project tool's

964
00:47:18.450 --> 00:47:20.160
gonna give you some options for that.

965
00:47:20.160 --> 00:47:22.800
So there's two ways to access the project.

966
00:47:22.800 --> 00:47:24.060
You can just come here

967
00:47:24.060 --> 00:47:29.060
and you can enter the project number one by one

968
00:47:29.130 --> 00:47:33.540
or when you're in the sponsored effort commitment page for

969
00:47:33.540 --> 00:47:37.470
that person, you can just click on the project

970
00:47:37.470 --> 00:47:39.270
and it'll bring you right into that.

971
00:47:42.960 --> 00:47:45.180
When you're in the the PI portal,

972
00:47:45.180 --> 00:47:46.710
there's the personnel commitments.

973
00:47:46.710 --> 00:47:51.660
And so this will give you the PI

974
00:47:51.660 --> 00:47:54.930
as well as any faculty or other key personnel set up.

975
00:47:54.930 --> 00:47:57.240
So this is where you're gonna see that

976
00:47:57.240 --> 00:47:59.880
and be able to have conversations around it.

977
00:47:59.880 --> 00:48:02.040
So down below you have the start

978
00:48:02.040 --> 00:48:03.660
and end date of the commitment,

979
00:48:03.660 --> 00:48:07.380
up here you have the start and end date of the project.

980
00:48:07.380 --> 00:48:11.133
You also have the sponsor id, the PeopleSoft

981
00:48:11.133 --> 00:48:14.043
and click ID and the project number.

982
00:48:24.630 --> 00:48:25.910
Lemme just make sure I went through all this.

983
00:48:25.910 --> 00:48:29.640
It was key faculty and keeper personnel, project role,

984
00:48:29.640 --> 00:48:32.220
so it's gonna give you the role

985
00:48:32.220 --> 00:48:36.870
and so it'll leave the employee class blank

986
00:48:36.870 --> 00:48:39.480
if that person's no longer has active

987
00:48:39.480 --> 00:48:41.260
in that employee record

988
00:48:42.180 --> 00:48:44.580
or no longer has an active employee record,

989
00:48:44.580 --> 00:48:46.560
and so that's a good thing to look for.

990
00:48:46.560 --> 00:48:49.980
And so if in this case you would say, well, you know, okay,

991
00:48:49.980 --> 00:48:52.890
well this is a really old commitment

992
00:48:52.890 --> 00:48:57.270
that person's gone and Christina was hired in his place

993
00:48:57.270 --> 00:49:00.930
or maybe you weren't expecting to see this be blank

994
00:49:00.930 --> 00:49:04.560
and it was a key personnel and so you need to address that.

995
00:49:04.560 --> 00:49:06.510
So just kinda looking for that blank there

996
00:49:06.510 --> 00:49:08.640
and are there any questions that come up

997
00:49:08.640 --> 00:49:11.190
based on the fact that this person's no longer at UVM

998
00:49:11.190 --> 00:49:12.440
but there's a commitment.

999
00:49:13.380 --> 00:49:17.580
SPA is only going to make adjustments to the commitment

1000
00:49:17.580 --> 00:49:19.050
if that's a key personnel

1001
00:49:19.050 --> 00:49:20.580
and you get prior approval for,

1002
00:49:20.580 --> 00:49:22.770
otherwise that's something you would just put

1003
00:49:22.770 --> 00:49:25.650
in your notes section that we went through earlier

1004
00:49:25.650 --> 00:49:29.880
of why that person is either reduced

1005
00:49:29.880 --> 00:49:31.470
or they're not UVM anymore

1006
00:49:31.470 --> 00:49:34.053
and so and so has taken over that role.

1007
00:49:36.510 --> 00:49:39.000
And then just kind of as you scroll on,

1008
00:49:39.000 --> 00:49:42.420
you'll see what we saw earlier, but for all individuals.

1009
00:49:42.420 --> 00:49:46.050
So you'll see the academic, the calendar

1010
00:49:46.050 --> 00:49:47.370
and the summer periods,

1011
00:49:47.370 --> 00:49:48.720
and the breakdown for that.

1012
00:49:55.825 --> 00:49:58.110
This I just gonna put it all on one page to see,

1013
00:49:58.110 --> 00:50:03.110
oh, and this is a really useful place to use your notes

1014
00:50:05.490 --> 00:50:10.380
because it will provide information in the email already.

1015
00:50:10.380 --> 00:50:13.980
So this is an example if you used it from that page,

1016
00:50:13.980 --> 00:50:16.680
it would actually bring you right into that commitments tab

1017
00:50:16.680 --> 00:50:21.680
and you could say "Please set up a distribution change

1018
00:50:21.840 --> 00:50:23.820
to have Christina's effort allocated

1019
00:50:23.820 --> 00:50:28.050
to project number before the 90 days past

1020
00:50:28.050 --> 00:50:30.660
the payroll has been reached."

1021
00:50:30.660 --> 00:50:33.660
So like it'll bring 'em right into that page

1022
00:50:33.660 --> 00:50:37.170
and you will also need to enter

1023
00:50:37.170 --> 00:50:41.623
the subject line for that as well.

1024
00:50:41.623 --> 00:50:44.760
But it's a just a easy way for them

1025
00:50:44.760 --> 00:50:47.010
to be able to see the information themselves,

1026
00:50:47.010 --> 00:50:48.960
and you don't have to type it all out again

1027
00:50:48.960 --> 00:50:52.143
'cause it's right in the email, it started for you.

1028
00:50:55.770 --> 00:50:58.200
All right, so effort verifications in PeopleSoft.

1029
00:50:58.200 --> 00:51:02.460
The objectives are to perform an after the fact review.

1030
00:51:02.460 --> 00:51:03.660
Yep.

1031
00:51:03.660 --> 00:51:05.610
<v Josh>We have a question in the chat.</v>

1032
00:51:05.610 --> 00:51:08.460
Sarah Powell asks if you can talk about

1033
00:51:08.460 --> 00:51:11.250
how this data is pulled into ERS

1034
00:51:11.250 --> 00:51:14.163
and the commitments seem to match the employment class.

1035
00:51:18.900 --> 00:51:19.733
<v ->Lemme go back.</v>

1036
00:51:23.940 --> 00:51:28.940
So the reason for this breakdown was historically

1037
00:51:31.380 --> 00:51:36.003
for the way data came over to ERS and still does.

1038
00:51:36.840 --> 00:51:39.690
So if somebody is a nine month faculty,

1039
00:51:39.690 --> 00:51:44.690
the programs to get the data out of PeopleSoft

1040
00:51:45.913 --> 00:51:48.330
for commitment data in ERS is to say,

1041
00:51:48.330 --> 00:51:50.790
Well this is a nine month faculty,

1042
00:51:50.790 --> 00:51:54.380
it's gonna look for commitments entered in academic,

1043
00:51:54.380 --> 00:51:55.680
in academic cost share,

1044
00:51:55.680 --> 00:51:58.110
and it's gonna look for commitments in summer

1045
00:51:58.110 --> 00:52:00.330
and summer cost share to be able

1046
00:52:00.330 --> 00:52:04.020
to put it into the correct places in ERS.

1047
00:52:04.020 --> 00:52:06.090
So if you have a nine month faculty

1048
00:52:06.090 --> 00:52:09.240
but you're seeing commitments set up under calendar,

1049
00:52:09.240 --> 00:52:11.610
then you're not gonna get the benefit

1050
00:52:11.610 --> 00:52:14.130
of that commitment data in ERS.

1051
00:52:14.130 --> 00:52:15.720
It'll come over as blank data

1052
00:52:15.720 --> 00:52:19.200
because it's a nine month faculty, it's looking here

1053
00:52:19.200 --> 00:52:21.930
but it was set up incorrectly and put in calendar.

1054
00:52:21.930 --> 00:52:25.096
And so when it looks for academic, it's gonna be blank,

1055
00:52:25.096 --> 00:52:27.240
when it looks for summer, it's gonna be blank.

1056
00:52:27.240 --> 00:52:30.150
And so you're gonna get blank data into ERS

1057
00:52:30.150 --> 00:52:33.780
for when you go to do effort certification.

1058
00:52:33.780 --> 00:52:37.800
And so it's a good tool for the certification

1059
00:52:37.800 --> 00:52:41.700
as well because it alerts you to the fact that...

1060
00:52:41.700 --> 00:52:44.250
Especially if somebody has zero (laughing)

1061
00:52:44.250 --> 00:52:47.640
amounts distributed to an award that they're a PI on

1062
00:52:47.640 --> 00:52:50.130
and have a commitment on, you want that alert to tell you,

1063
00:52:50.130 --> 00:52:51.750
oh wait, we need to have a conversation about this

1064
00:52:51.750 --> 00:52:53.790
before we certify your effort.

1065
00:52:53.790 --> 00:52:58.790
And so you really wanna be making sure here it's 12 month

1066
00:52:58.920 --> 00:53:01.470
that it's under calendar and calendar cost share.

1067
00:53:01.470 --> 00:53:02.877
If they're nine month, they're under academic

1068
00:53:02.877 --> 00:53:05.580
and academic cost somewhere,

1069
00:53:05.580 --> 00:53:08.103
because it does have an impact down the road.

1070
00:53:12.540 --> 00:53:14.070
And if you see it in the wrong place,

1071
00:53:14.070 --> 00:53:17.823
email SPA at SPA.uvm.edu.

1072
00:53:20.700 --> 00:53:25.700
All right, so the question was,

1073
00:53:30.060 --> 00:53:31.980
if someone was proposed as 12 months,

1074
00:53:31.980 --> 00:53:34.800
but their appointment changed to nine months,

1075
00:53:34.800 --> 00:53:38.343
does this mean we need to change the math and change this?

1076
00:53:40.680 --> 00:53:44.940
That is a good question and historically we have not.

1077
00:53:44.940 --> 00:53:47.820
So SPA isn't in the business

1078
00:53:47.820 --> 00:53:52.820
of managing data entry all the time for that.

1079
00:53:53.610 --> 00:53:57.180
So historically that's been very rare

1080
00:53:57.180 --> 00:54:00.420
where people go from 9 to 12 and 12 to 9,

1081
00:54:00.420 --> 00:54:01.833
but it does happen.

1082
00:54:03.180 --> 00:54:08.040
And so in those cases, the commitment and information,

1083
00:54:08.040 --> 00:54:13.040
because usually those people have a lot of commitments.

1084
00:54:13.050 --> 00:54:15.810
It's not just a new commitment going forward,

1085
00:54:15.810 --> 00:54:19.493
and so no, there hasn't been action

1086
00:54:20.820 --> 00:54:22.830
to go back to all the other awards

1087
00:54:22.830 --> 00:54:23.940
that have already been set up

1088
00:54:23.940 --> 00:54:25.890
and recalculate all that information

1089
00:54:25.890 --> 00:54:26.943
and set them up.

1090
00:54:29.340 --> 00:54:34.260
I mean that's been the kind of the decision.

1091
00:54:34.260 --> 00:54:36.120
If something's been proposed

1092
00:54:36.120 --> 00:54:41.040
and somebody changes before the award is awarded

1093
00:54:41.040 --> 00:54:45.090
and set up, I would say it would be up to the department

1094
00:54:45.090 --> 00:54:48.840
to reach out to SPA during award setup

1095
00:54:48.840 --> 00:54:50.220
and have that conversation

1096
00:54:50.220 --> 00:54:52.113
of how to adjust that if they want.

1097
00:54:53.070 --> 00:54:54.330
Keeping in mind though

1098
00:54:54.330 --> 00:54:59.050
that I know SPA is working on testing a new version

1099
00:55:00.282 --> 00:55:05.282
of Qlik that will be going to person months.

1100
00:55:06.600 --> 00:55:11.010
And so there are updates coming in the future,

1101
00:55:11.010 --> 00:55:14.580
hopefully of how that is handled

1102
00:55:14.580 --> 00:55:15.900
and then what the implications

1103
00:55:15.900 --> 00:55:17.490
that will have on the project team page

1104
00:55:17.490 --> 00:55:19.560
and then implications on how we handle ERS.

1105
00:55:19.560 --> 00:55:21.390
So like for right now, no,

1106
00:55:21.390 --> 00:55:25.980
there isn't a recalculation between 9 and 12 or 12 to 9.

1107
00:55:25.980 --> 00:55:29.670
And so the commitments information in ERS

1108
00:55:29.670 --> 00:55:32.883
tends to end up being blank,

1109
00:55:34.800 --> 00:55:38.073
which is unfortunate, but again that's tends to be rare.

1110
00:55:41.160 --> 00:55:44.133
Okay, those are good questions.

1111
00:55:45.630 --> 00:55:48.000
Okay, so objectives for effort verification

1112
00:55:48.000 --> 00:55:50.640
is to perform an after the fact review of interim charges,

1113
00:55:50.640 --> 00:55:53.070
so what has happened in the last three months

1114
00:55:53.070 --> 00:55:56.370
and perform a perspective review of what's anticipated

1115
00:55:56.370 --> 00:55:57.780
for the coming three months.

1116
00:55:57.780 --> 00:56:00.420
So you're really looking at a six month span,

1117
00:56:00.420 --> 00:56:02.970
and if you can go beyond that, great,

1118
00:56:02.970 --> 00:56:04.500
especially the beginning of a fiscal year.

1119
00:56:04.500 --> 00:56:08.610
I mean we're getting to the end of FY24 already.

1120
00:56:08.610 --> 00:56:12.300
I don't really know how, but you're not gonna be able

1121
00:56:12.300 --> 00:56:15.780
to do salary distributions right now for FY25,

1122
00:56:15.780 --> 00:56:19.020
although you're gonna start doing budget building.

1123
00:56:19.020 --> 00:56:21.393
And so you're gonna have an idea of, all right,

1124
00:56:22.980 --> 00:56:25.203
this faculty member has a number of awards,

1125
00:56:26.040 --> 00:56:27.780
or proposals out there,

1126
00:56:27.780 --> 00:56:32.130
what should we put into department suspense

1127
00:56:32.130 --> 00:56:34.260
in anticipation of those getting awarded

1128
00:56:34.260 --> 00:56:35.130
during budget building?

1129
00:56:35.130 --> 00:56:37.410
You know like, so that's kind of right now

1130
00:56:37.410 --> 00:56:38.880
how you can go beyond the three months,

1131
00:56:38.880 --> 00:56:43.880
but go as far as you can, reasonably can.

1132
00:56:43.950 --> 00:56:45.030
Again document the scope

1133
00:56:45.030 --> 00:56:46.920
of your review and resulting action items

1134
00:56:46.920 --> 00:56:48.753
and complete those action items.

1135
00:56:51.360 --> 00:56:56.220
You're gonna be preparing for your meetings with the PIs,

1136
00:56:56.220 --> 00:56:58.503
looking at what's proposed out there.

1137
00:56:59.490 --> 00:57:00.323
When you meet with them,

1138
00:57:00.323 --> 00:57:02.310
you'll review their individual effort,

1139
00:57:02.310 --> 00:57:05.940
you'll review project personnel if they're PIs,

1140
00:57:05.940 --> 00:57:08.160
you'll document and work on your action items,

1141
00:57:08.160 --> 00:57:09.690
and it's just this quarterly verification

1142
00:57:09.690 --> 00:57:12.843
that goes around and round and round. (laughing)

1143
00:57:21.630 --> 00:57:24.900
we already went over the personnel commitments.

1144
00:57:24.900 --> 00:57:27.330
So that's anyone who's set up with a commitment

1145
00:57:27.330 --> 00:57:30.330
and you can look at their distribution information,

1146
00:57:30.330 --> 00:57:33.810
but like I said before, the PI is responsible

1147
00:57:33.810 --> 00:57:36.300
for verifying non-key personnel on their award

1148
00:57:36.300 --> 00:57:38.190
who aren't gonna have commitments.

1149
00:57:38.190 --> 00:57:42.030
And so I've kind of outlined some tools for that.

1150
00:57:42.030 --> 00:57:43.260
So when you're in the PI portal

1151
00:57:43.260 --> 00:57:45.840
and if you're on the payroll information tab,

1152
00:57:45.840 --> 00:57:48.240
you need to click this payroll expenses to date.

1153
00:57:48.240 --> 00:57:51.363
And I noticed this morning actually as I was preparing,

1154
00:57:53.280 --> 00:57:56.283
that this takes a longer time now than it used to,

1155
00:57:57.240 --> 00:57:59.160
or at least an example I have today,

1156
00:57:59.160 --> 00:58:02.190
but also I noticed that it has over here

1157
00:58:02.190 --> 00:58:03.660
that I didn't notice until this morning

1158
00:58:03.660 --> 00:58:07.920
that you can click either sponsor paid or cost share.

1159
00:58:07.920 --> 00:58:10.050
I don't know if that's having any impact

1160
00:58:10.050 --> 00:58:11.850
on performance on it.

1161
00:58:11.850 --> 00:58:15.210
I don't know if anybody has been using this religiously

1162
00:58:15.210 --> 00:58:16.043
and seeing that,

1163
00:58:16.043 --> 00:58:19.170
somebody has definitely slowed down for that button,

1164
00:58:19.170 --> 00:58:21.633
I wonder if it's because of that breakdown,

1165
00:58:23.220 --> 00:58:26.580
but maybe we can put a footprint and kinda report that.

1166
00:58:26.580 --> 00:58:28.290
So I have one set up and already ready to go

1167
00:58:28.290 --> 00:58:29.460
that I can show you when I get there,

1168
00:58:29.460 --> 00:58:31.833
but yeah, you do need to to press the button.

1169
00:58:32.670 --> 00:58:33.840
What I like about this is

1170
00:58:33.840 --> 00:58:35.970
it has the account description right here,

1171
00:58:35.970 --> 00:58:37.860
but this is for the project as a whole.

1172
00:58:37.860 --> 00:58:41.670
It's not specifically for the budget period you're in,

1173
00:58:41.670 --> 00:58:44.730
so if it's at a five year award, it's gonna be cumulative.

1174
00:58:44.730 --> 00:58:45.750
It will give you anybody

1175
00:58:45.750 --> 00:58:50.070
who has salary distribution allocated to it.

1176
00:58:50.070 --> 00:58:52.140
But what I like about it is like you can...

1177
00:58:52.140 --> 00:58:53.550
I blocked out the names for this

1178
00:58:53.550 --> 00:58:55.200
'cause there are payroll dollars,

1179
00:58:56.520 --> 00:58:57.930
and this is out on the web,

1180
00:58:57.930 --> 00:59:00.660
so that's redacted for that purpose.

1181
00:59:00.660 --> 00:59:04.680
But like if you see grad student here

1182
00:59:04.680 --> 00:59:07.140
and they're not encumbered but they're supposed to be,

1183
00:59:07.140 --> 00:59:10.957
or that's your signal like

1184
00:59:10.957 --> 00:59:12.360
"All right, well maybe they're not here."

1185
00:59:12.360 --> 00:59:14.970
Or you see an old grad student

1186
00:59:14.970 --> 00:59:15.803
and your PI is like,

1187
00:59:15.803 --> 00:59:18.090
"Well no, now I have John Smith working on it,

1188
00:59:18.090 --> 00:59:20.100
why isn't John Smith allocated?"

1189
00:59:20.100 --> 00:59:22.720
So it's a great way to just have some conversations

1190
00:59:24.870 --> 00:59:26.373
to see if anyone's missing.

1191
00:59:28.980 --> 00:59:30.747
And then below that

1192
00:59:30.747 --> 00:59:34.080
you have the GET payroll distributions button.

1193
00:59:34.080 --> 00:59:36.300
Again, this is an older example,

1194
00:59:36.300 --> 00:59:38.280
but it's a good one that I was struggling

1195
00:59:38.280 --> 00:59:41.820
to find a current example that was as good,

1196
00:59:41.820 --> 00:59:44.970
but it will default to your current fiscal year.

1197
00:59:44.970 --> 00:59:48.213
You can limit it by employee ID number.

1198
00:59:51.990 --> 00:59:54.960
You can put in a range of fiscal years if you wanted.

1199
00:59:54.960 --> 00:59:58.620
Again, is anybody missing when you look at past

1200
00:59:58.620 --> 01:00:00.210
and future quarters under review?

1201
01:00:00.210 --> 01:00:02.640
'Cause if anybody is allocated,

1202
01:00:02.640 --> 01:00:03.810
even though they're not paid yet,

1203
01:00:03.810 --> 01:00:08.490
but if they're allocated for the next quarter,

1204
01:00:08.490 --> 01:00:10.650
they're gonna show up here,

1205
01:00:10.650 --> 01:00:12.720
or if they were allocated in the past

1206
01:00:12.720 --> 01:00:15.780
but no longer allocated, for instance,

1207
01:00:15.780 --> 01:00:17.520
maybe it was on advanced account

1208
01:00:17.520 --> 01:00:20.970
and it's been taken off advanced account

1209
01:00:20.970 --> 01:00:25.380
and you only see the dates up to the advanced account date.

1210
01:00:25.380 --> 01:00:27.240
You wanna, for some of the people

1211
01:00:27.240 --> 01:00:29.250
or maybe all the people, that's kind of your signal,

1212
01:00:29.250 --> 01:00:31.470
all right, we need to get this updated

1213
01:00:31.470 --> 01:00:33.513
to continue on their distribution.

1214
01:00:40.140 --> 01:00:41.910
You can get multiple entries

1215
01:00:41.910 --> 01:00:44.550
if they have more than one employee record.

1216
01:00:44.550 --> 01:00:46.950
And this is why I kept this example, even though it's older,

1217
01:00:46.950 --> 01:00:48.137
a couple years old now, but it's

1218
01:00:48.137 --> 01:00:50.580
'cause it's this employee,

1219
01:00:50.580 --> 01:00:52.890
employee not act currently active in this position,

1220
01:00:52.890 --> 01:00:55.170
and you can see, well there was a different role

1221
01:00:55.170 --> 01:00:58.113
for this person and they're now employee record five.

1222
01:01:02.790 --> 01:01:05.550
If you see this and maybe not the new record

1223
01:01:05.550 --> 01:01:06.690
but you know they're working on it,

1224
01:01:06.690 --> 01:01:10.020
again, a signal you have an action item

1225
01:01:10.020 --> 01:01:11.320
to distribute that person

1226
01:01:14.400 --> 01:01:16.320
with the PI 'cause PI's gonna be the one

1227
01:01:16.320 --> 01:01:18.360
to know if these percentages are reasonable

1228
01:01:18.360 --> 01:01:20.710
in relation to the work that's being performed.

1229
01:01:22.050 --> 01:01:24.000
And is effort distributed correctly

1230
01:01:24.000 --> 01:01:25.773
between direct and cost share?

1231
01:01:28.260 --> 01:01:31.710
So yeah, the PI is gonna review, confirm and

1232
01:01:31.710 --> 01:01:33.870
or request changes to the employees distributed

1233
01:01:33.870 --> 01:01:35.970
to his or her grants,

1234
01:01:35.970 --> 01:01:38.100
missing employees should be distributed.

1235
01:01:38.100 --> 01:01:41.050
Who should be distributed would be part of the PI's review.

1236
01:01:45.600 --> 01:01:48.120
So again, earlier we talked about the personnel commitment.

1237
01:01:48.120 --> 01:01:50.733
So this is where you would review,

1238
01:01:51.960 --> 01:01:54.777
compare the actual and the planned effort

1239
01:01:54.777 --> 01:01:56.760
and the data for the personnel commitment tab

1240
01:01:56.760 --> 01:01:59.190
as well as any documented effort changes

1241
01:01:59.190 --> 01:02:02.310
from prior effort verification.

1242
01:02:02.310 --> 01:02:05.610
So it's like these three tabs are all very useful

1243
01:02:05.610 --> 01:02:08.193
for your quarterly verification all in one place.

1244
01:02:10.830 --> 01:02:15.573
I am going to do a quick demo on that.

1245
01:02:19.934 --> 01:02:23.220
Like I said, you can go here and you can search by project

1246
01:02:23.220 --> 01:02:28.050
or you're reviewing with your PI, their individual effort

1247
01:02:28.050 --> 01:02:29.760
and then you can just go project by project

1248
01:02:29.760 --> 01:02:33.000
for any that they're the principal investigator on.

1249
01:02:33.000 --> 01:02:35.073
So we're gonna look at this one here.

1250
01:02:38.790 --> 01:02:41.040
So again, you can go to the payroll information tab.

1251
01:02:41.040 --> 01:02:43.410
I already did this (laughing)

1252
01:02:43.410 --> 01:02:45.390
for this project, 'cause it takes a while.

1253
01:02:45.390 --> 01:02:48.240
Again, I'm wondering if it has something to do with this,

1254
01:02:49.110 --> 01:02:50.940
but again you can see all

1255
01:02:50.940 --> 01:02:53.040
of the individuals and their titles on it.

1256
01:02:53.040 --> 01:02:58.040
This one actually just ended at the end of last month,

1257
01:02:58.200 --> 01:03:00.420
so we wouldn't have any encumbrances.

1258
01:03:00.420 --> 01:03:04.320
So if you do, it's distributed past the end date.

1259
01:03:04.320 --> 01:03:08.910
Also a question, you know, has the work completed on this?

1260
01:03:08.910 --> 01:03:11.850
Do we need a no cost extension would be a good question

1261
01:03:11.850 --> 01:03:13.683
to ask for this project.

1262
01:03:14.760 --> 01:03:18.780
I also did already get payroll distributions

1263
01:03:18.780 --> 01:03:20.400
just to have it loaded already.

1264
01:03:20.400 --> 01:03:24.390
And so like I said earlier, I like to...

1265
01:03:24.390 --> 01:03:25.620
oh, I timed out.

1266
01:03:25.620 --> 01:03:28.680
I was afraid of that. (laughing)

1267
01:03:28.680 --> 01:03:29.700
Well I'm not gonna do this one again

1268
01:03:29.700 --> 01:03:30.630
'cause you know that one takes a while,

1269
01:03:30.630 --> 01:03:33.810
but you can do this button here

1270
01:03:33.810 --> 01:03:36.870
and see the full distribution

1271
01:03:36.870 --> 01:03:40.230
for the individual on this award.

1272
01:03:40.230 --> 01:03:43.020
So I just said full distribution,

1273
01:03:43.020 --> 01:03:47.790
what I should say is the distribution

1274
01:03:47.790 --> 01:03:51.420
for this individual to this project.

1275
01:03:51.420 --> 01:03:52.770
So you'd have to go to

1276
01:03:52.770 --> 01:03:54.840
the other tool we talked about earlier

1277
01:03:54.840 --> 01:03:56.640
to see this person's full distribution,

1278
01:03:56.640 --> 01:03:58.080
but this is just showing you

1279
01:03:58.080 --> 01:03:59.610
what they're distributed on this project,

1280
01:03:59.610 --> 01:04:01.050
which it's a condensed version,

1281
01:04:01.050 --> 01:04:02.500
which is kind of nice to get.

1282
01:04:04.530 --> 01:04:09.530
And I did do a payroll detailed transaction as well.

1283
01:04:12.030 --> 01:04:15.090
Actually, I don't know if I went over this in a slide.

1284
01:04:15.090 --> 01:04:17.070
This isn't all that useful.

1285
01:04:17.070 --> 01:04:20.010
The only thing I find this useful in terms

1286
01:04:20.010 --> 01:04:22.860
of effort verification, it's useful for very many things,

1287
01:04:22.860 --> 01:04:26.340
but would be to maybe if you're meeting with them

1288
01:04:26.340 --> 01:04:27.813
during effort certification,

1289
01:04:28.710 --> 01:04:32.520
'cause that's now like end of August into September.

1290
01:04:32.520 --> 01:04:36.060
You wanna make sure if you have nine month faculty,

1291
01:04:36.060 --> 01:04:38.940
that their summer salaries have been distributed

1292
01:04:38.940 --> 01:04:40.770
to the award as you expected.

1293
01:04:40.770 --> 01:04:43.680
And so you could just put in a date range here

1294
01:04:43.680 --> 01:04:47.070
of June 1st to August 30th.

1295
01:04:47.070 --> 01:04:50.280
I can't talk today with dates, June to August

1296
01:04:50.280 --> 01:04:54.960
and run that to see who is distributed to it

1297
01:04:54.960 --> 01:04:57.120
for the summer months and make sure

1298
01:04:57.120 --> 01:04:59.250
that they were allocated properly.

1299
01:04:59.250 --> 01:05:01.770
I think it's actually journal date though,

1300
01:05:01.770 --> 01:05:05.820
so that is a caveat, it's not like it's effort dates.

1301
01:05:05.820 --> 01:05:08.940
So if somebody got their summer pay paid in September

1302
01:05:08.940 --> 01:05:11.070
'cause it was entered late, you're not gonna see it here

1303
01:05:11.070 --> 01:05:12.210
if you limit that by that,

1304
01:05:12.210 --> 01:05:14.700
but it's a good way to kind of drill down

1305
01:05:14.700 --> 01:05:17.310
and see to make sure effort

1306
01:05:17.310 --> 01:05:20.433
for summer salary was distributed if needed.

1307
01:05:22.410 --> 01:05:25.043
All right, was there any questions

1308
01:05:28.800 --> 01:05:31.170
on kind of the tips on how to use...

1309
01:05:31.170 --> 01:05:33.300
Oh yeah, I can't, I'm in an older one.

1310
01:05:33.300 --> 01:05:38.300
So this would be the project personnel for this project,

1311
01:05:43.024 --> 01:05:45.210
the detailed transactions and the payroll.

1312
01:05:45.210 --> 01:05:48.420
So that's kinda all I had to say on that.

1313
01:05:48.420 --> 01:05:49.620
So I don't see any questions on that,

1314
01:05:49.620 --> 01:05:52.117
so I'm gonna go back to presentation.

1315
01:06:01.386 --> 01:06:02.310
So yeah, so you wanna prepare,

1316
01:06:02.310 --> 01:06:04.230
you review the individual effort,

1317
01:06:04.230 --> 01:06:07.280
project personnel for others distributed to the project

1318
01:06:07.280 --> 01:06:08.190
in your action items.

1319
01:06:08.190 --> 01:06:11.350
So this kind of flushes out

1320
01:06:12.630 --> 01:06:13.860
like different things to consider

1321
01:06:13.860 --> 01:06:14.940
during each of those steps.

1322
01:06:14.940 --> 01:06:16.410
So when you're preparing,

1323
01:06:16.410 --> 01:06:20.070
you wanna schedule your meetings in advance.

1324
01:06:20.070 --> 01:06:23.010
You want to review the PI portal details

1325
01:06:23.010 --> 01:06:26.790
just to see if there's anything that you've identified

1326
01:06:26.790 --> 01:06:29.370
or emailed discussion points to the PI ahead of time,

1327
01:06:29.370 --> 01:06:30.633
if you find that helpful.

1328
01:06:32.370 --> 01:06:37.350
Review action items from the previous verification session,

1329
01:06:37.350 --> 01:06:41.670
maybe even pull up any award documents that might be useful,

1330
01:06:41.670 --> 01:06:43.980
any that might be going into no-cost extension

1331
01:06:43.980 --> 01:06:47.923
or like your proposals, are these awarded?

1332
01:06:53.670 --> 01:06:58.670
So when you're meeting with the individual

1333
01:06:59.250 --> 01:07:01.380
and they're going over their individual effort,

1334
01:07:01.380 --> 01:07:03.900
you'll do that first piece that we looked at,

1335
01:07:03.900 --> 01:07:05.490
the sponsored effort commitments

1336
01:07:05.490 --> 01:07:08.010
and look at the commitment by person report.

1337
01:07:08.010 --> 01:07:12.063
You'll review that for accuracy, compliance of commitments,

1338
01:07:12.900 --> 01:07:16.860
review actuals and future effort,

1339
01:07:16.860 --> 01:07:19.173
discuss if anything needs a no cost extension.

1340
01:07:20.970 --> 01:07:24.840
You'll review their distributions by person tab

1341
01:07:24.840 --> 01:07:26.760
and kind of compare that to the commitments

1342
01:07:26.760 --> 01:07:28.340
or just run your salary distribution

1343
01:07:28.340 --> 01:07:30.060
if you find that easier for the people

1344
01:07:30.060 --> 01:07:34.920
who have a lot of effective dates and a lot of awards.

1345
01:07:34.920 --> 01:07:38.070
I find the distribution form just to be easier to look at,

1346
01:07:38.070 --> 01:07:42.033
but it is all there in the distribution by person tab.

1347
01:07:43.050 --> 01:07:45.240
Have a discussion like now is a good time

1348
01:07:45.240 --> 01:07:47.610
to start discussing what additional pays are needed

1349
01:07:47.610 --> 01:07:49.830
for summer effort for the non-contract period

1350
01:07:49.830 --> 01:07:51.610
for your nine month faculty

1351
01:07:52.470 --> 01:07:54.390
and again, review pending proposals.

1352
01:07:54.390 --> 01:07:58.050
I'll go over that in detail of how to find those,

1353
01:07:58.050 --> 01:08:00.503
if you aren't familiar with that towards the end though.

1354
01:08:01.620 --> 01:08:04.080
So prepare, go over individual effort,

1355
01:08:04.080 --> 01:08:05.760
then go over the project personnel.

1356
01:08:05.760 --> 01:08:07.210
So as I said before,

1357
01:08:07.210 --> 01:08:09.087
you'd go over the payroll information tab

1358
01:08:09.087 --> 01:08:11.730
and you had those two resources there.

1359
01:08:11.730 --> 01:08:15.510
Go over the transaction detail tab.

1360
01:08:15.510 --> 01:08:18.930
You can use that to look for summer salary for instance,

1361
01:08:18.930 --> 01:08:20.760
have a discussion about additional pays

1362
01:08:20.760 --> 01:08:22.140
for others on the award,

1363
01:08:22.140 --> 01:08:23.820
because you don't wanna be surprised later on

1364
01:08:23.820 --> 01:08:28.560
as you get towards the end of November

1365
01:08:28.560 --> 01:08:29.707
and somebody's coming to you saying,

1366
01:08:29.707 --> 01:08:32.610
"Oh we never did their additional pay for."

1367
01:08:32.610 --> 01:08:35.280
And you've been relying on your budget information

1368
01:08:35.280 --> 01:08:38.190
and now you still owe them for that effort

1369
01:08:38.190 --> 01:08:39.210
but you don't have the money.

1370
01:08:39.210 --> 01:08:41.880
So it's a good thing to be making sure

1371
01:08:41.880 --> 01:08:43.800
that everybody's getting paid,

1372
01:08:43.800 --> 01:08:48.240
whether it's your Kronos individuals, your other biweekly,

1373
01:08:48.240 --> 01:08:50.913
your semi-monthly or additional pays.

1374
01:08:52.500 --> 01:08:57.270
Again, identify your action items for retroactive

1375
01:08:57.270 --> 01:09:00.760
or perspective payroll distribution changes

1376
01:09:02.220 --> 01:09:04.530
and then your action items you wanna document.

1377
01:09:04.530 --> 01:09:07.590
So one action item is to document your review.

1378
01:09:07.590 --> 01:09:11.070
Again, that comments button is really important.

1379
01:09:11.070 --> 01:09:14.070
Timely submission of payroll related changes,

1380
01:09:14.070 --> 01:09:19.070
email SPA, if there's any commitment set up corrections

1381
01:09:20.250 --> 01:09:22.257
or initiate prior approval requests,

1382
01:09:22.257 --> 01:09:25.980
and I think that's really more prior approval requests.

1383
01:09:25.980 --> 01:09:28.260
Now we probably just submitting a MOD,

1384
01:09:28.260 --> 01:09:29.610
but if you had questions on whether

1385
01:09:29.610 --> 01:09:31.950
or not you needed prior approval,

1386
01:09:31.950 --> 01:09:34.650
that's when you would email SPA.

1387
01:09:34.650 --> 01:09:37.110
Yeah, if you know for sure yes, we need prior approval,

1388
01:09:37.110 --> 01:09:41.650
start your MOD and Qlik and then verify

1389
01:09:42.720 --> 01:09:45.363
resulting changes on action items.

1390
01:09:49.110 --> 01:09:52.110
All right, so preparing for success

1391
01:09:52.110 --> 01:09:53.730
for these verifications.

1392
01:09:53.730 --> 01:09:56.580
So you really wanna set them up either in teams

1393
01:09:56.580 --> 01:09:59.580
or zoom, depending whether you're college of medicine or not

1394
01:10:00.600 --> 01:10:04.680
or in person and it could vary within your department.

1395
01:10:04.680 --> 01:10:07.560
You could have PIs that are very hands-on

1396
01:10:07.560 --> 01:10:09.150
and they're good with teams

1397
01:10:09.150 --> 01:10:09.983
and they're gonna get in there

1398
01:10:09.983 --> 01:10:11.610
and they wanna do it themselves too

1399
01:10:11.610 --> 01:10:13.740
and you can teach 'em that, great

1400
01:10:13.740 --> 01:10:16.110
and then you have other faculty

1401
01:10:16.110 --> 01:10:18.240
who really need the handholding

1402
01:10:18.240 --> 01:10:20.250
and need you to sit with them and go through them.

1403
01:10:20.250 --> 01:10:23.190
So it's really person by person based on your experience

1404
01:10:23.190 --> 01:10:24.393
with the faculty,

1405
01:10:25.680 --> 01:10:27.090
and just kind of thinking about when to do,

1406
01:10:27.090 --> 01:10:28.320
I mean August, September

1407
01:10:28.320 --> 01:10:31.680
you're working on identification midyear,

1408
01:10:31.680 --> 01:10:33.980
you know the next quarter, November, December,

1409
01:10:35.010 --> 01:10:37.020
right around now when you're starting to do budget building

1410
01:10:37.020 --> 01:10:38.703
and planning for the next year.

1411
01:10:39.870 --> 01:10:42.270
And then towards the end of the year you wanna do your final

1412
01:10:42.270 --> 01:10:45.150
cleanup and clear your suspense,

1413
01:10:45.150 --> 01:10:46.470
finalize the fiscal year

1414
01:10:46.470 --> 01:10:50.880
so it's ready for effort certification

1415
01:10:50.880 --> 01:10:52.800
and to make sure all the additional pays

1416
01:10:52.800 --> 01:10:56.200
are getting out there, maybe even reviewing each one

1417
01:10:58.050 --> 01:11:00.240
when you're reviewing the project for award closeout.

1418
01:11:00.240 --> 01:11:01.740
Quickly check in,

1419
01:11:01.740 --> 01:11:05.160
see if there's any other changes on newly set up awards

1420
01:11:05.160 --> 01:11:10.160
or just any effort changes that they may be aware of

1421
01:11:10.500 --> 01:11:11.333
be asking them,

1422
01:11:11.333 --> 01:11:12.690
and I'd schedule them in advance

1423
01:11:12.690 --> 01:11:15.140
so they're aware, you know, this is gonna happen.

1424
01:11:16.410 --> 01:11:18.930
We don't dictate that this is the schedule you do.

1425
01:11:18.930 --> 01:11:22.500
So some departments have a lot of faculty

1426
01:11:22.500 --> 01:11:25.203
on sponsored projects, others don't.

1427
01:11:26.555 --> 01:11:28.050
So the ones that don't have a lot

1428
01:11:28.050 --> 01:11:29.820
of faculty may follow the schedule

1429
01:11:29.820 --> 01:11:32.130
and do all of them on the schedule.

1430
01:11:32.130 --> 01:11:35.070
Others may have, like I said, a lot of faculty

1431
01:11:35.070 --> 01:11:37.920
and sponsored awards and do a third each month,

1432
01:11:37.920 --> 01:11:40.710
but that particular faculty member

1433
01:11:40.710 --> 01:11:43.620
is getting seen every three months.

1434
01:11:43.620 --> 01:11:48.620
So it isn't dictated in the effort policy when those happen,

1435
01:11:51.030 --> 01:11:52.743
these are just recommendations.

1436
01:11:54.060 --> 01:11:57.750
Again, preparing, assess results from the last verification,

1437
01:11:57.750 --> 01:12:00.240
identifying some potential discussion points in advance

1438
01:12:00.240 --> 01:12:02.700
and having supporting documentation

1439
01:12:02.700 --> 01:12:04.230
and really enroll your dean's offices.

1440
01:12:04.230 --> 01:12:06.720
So you're getting any pushback from running a faculty,

1441
01:12:06.720 --> 01:12:09.690
the dean's offices are well aware of these requirements

1442
01:12:09.690 --> 01:12:11.520
for quarterly effort verifications

1443
01:12:11.520 --> 01:12:13.170
and the importance of them

1444
01:12:13.170 --> 01:12:15.120
and they will support you on them

1445
01:12:15.120 --> 01:12:17.370
and our department as well.

1446
01:12:17.370 --> 01:12:18.960
So you can reach out to myself

1447
01:12:18.960 --> 01:12:22.353
or Lindsay for support if you're getting pushback.

1448
01:12:25.890 --> 01:12:27.990
Just kind of highlighting again,

1449
01:12:27.990 --> 01:12:30.840
so reviewing the individual, it must be done quarterly

1450
01:12:30.840 --> 01:12:33.963
for all faculty of commitments on sponsored projects.

1451
01:12:35.310 --> 01:12:36.990
Review all dates

1452
01:12:36.990 --> 01:12:39.930
and percentages in the commitment by person report

1453
01:12:39.930 --> 01:12:41.793
for accuracy and completeness.

1454
01:12:42.630 --> 01:12:45.030
Review the distribution by person details

1455
01:12:45.030 --> 01:12:49.530
to ensure allocated effort matches actual effort applied.

1456
01:12:49.530 --> 01:12:52.560
So if you're allocating 10%

1457
01:12:52.560 --> 01:12:55.140
and they said, "Oh no I've been actually

1458
01:12:55.140 --> 01:12:57.510
only been doing five for the last quarter."

1459
01:12:57.510 --> 01:12:59.610
You wanna update that and evaluate whether

1460
01:12:59.610 --> 01:13:03.453
or not reduction request is required.

1461
01:13:06.390 --> 01:13:09.153
We talked about comparing commitment to actual.

1462
01:13:11.940 --> 01:13:15.180
Yeah, and so if there is an effort reduction

1463
01:13:15.180 --> 01:13:18.190
in individual's role as key personnel

1464
01:13:21.300 --> 01:13:23.580
and they're not the PI, you need to reach out

1465
01:13:23.580 --> 01:13:25.680
to the PI to let them know,

1466
01:13:25.680 --> 01:13:27.120
make sure they're aware

1467
01:13:27.120 --> 01:13:30.750
because again, that could impact the scope of work,

1468
01:13:30.750 --> 01:13:33.630
and the PI would need to make sure they're asking

1469
01:13:33.630 --> 01:13:38.630
for that approval proactively.

1470
01:13:43.770 --> 01:13:46.200
Again, on key personnel, we talked about the tools

1471
01:13:46.200 --> 01:13:51.200
and the PI portal

1472
01:13:51.270 --> 01:13:53.613
to support that which are listed here.

1473
01:13:54.690 --> 01:13:58.470
Payroll expenses to date will provide the job description,

1474
01:13:58.470 --> 01:14:00.270
which is what I like about that one.

1475
01:14:01.200 --> 01:14:03.000
Compare distribution percentages

1476
01:14:03.000 --> 01:14:05.790
to personnel commitments percentage for any faculty

1477
01:14:05.790 --> 01:14:09.960
and non key personnel, discuss future effort

1478
01:14:09.960 --> 01:14:11.910
for each personnel the project

1479
01:14:11.910 --> 01:14:14.400
and review pending electronic additional pay forms.

1480
01:14:14.400 --> 01:14:17.150
So I think we've (laughing) talked that through enough.

1481
01:14:18.876 --> 01:14:20.220
So effort reduction considerations.

1482
01:14:20.220 --> 01:14:23.370
The PI must be involved in assessing the impact

1483
01:14:23.370 --> 01:14:25.890
of effort commitment reductions on key personnel

1484
01:14:25.890 --> 01:14:27.633
who is listed in the notice of award.

1485
01:14:27.633 --> 01:14:31.410
Will the scope of work have to be reduced or changed?

1486
01:14:31.410 --> 01:14:34.950
Will effort reduction be during a no cost extension period?

1487
01:14:34.950 --> 01:14:37.320
So these are questions to evaluate.

1488
01:14:37.320 --> 01:14:39.090
Does the sponsor have to approve?

1489
01:14:39.090 --> 01:14:40.590
We kind of jumped ahead here.

1490
01:14:40.590 --> 01:14:43.440
So if yes submit your MOD,

1491
01:14:43.440 --> 01:14:47.160
if you're unsure, email your research administrator.

1492
01:14:47.160 --> 01:14:48.300
If no, just document

1493
01:14:48.300 --> 01:14:50.160
the planned effort for future reference.

1494
01:14:50.160 --> 01:14:53.880
And again, if the answer's no, the sponsor doesn't need

1495
01:14:53.880 --> 01:14:56.280
to approve that 'cause they're not key personnel

1496
01:14:57.270 --> 01:15:01.050
or it's not a federal award that asked for commitments.

1497
01:15:01.050 --> 01:15:06.050
And then SPA isn't going to be updating

1498
01:15:06.660 --> 01:15:09.900
that commitment in the project team page

1499
01:15:09.900 --> 01:15:12.423
which flows to these tools.

1500
01:15:13.380 --> 01:15:17.760
However, if it does require sponsor approval,

1501
01:15:17.760 --> 01:15:19.140
it does go through that process.

1502
01:15:19.140 --> 01:15:23.250
The sponsor approves, once SPA gets that approval,

1503
01:15:23.250 --> 01:15:25.050
they would be updating that commitment

1504
01:15:25.050 --> 01:15:29.580
and you would see that the following day

1505
01:15:29.580 --> 01:15:31.623
after SPA has updated that commitment.

1506
01:15:36.480 --> 01:15:38.550
Josh, I think you wanted take over for this one.

1507
01:15:38.550 --> 01:15:41.233
You live in the world of person months. (laughing)

1508
01:15:41.233 --> 01:15:42.930
<v Josh>Yeah, well first</v>

1509
01:15:42.930 --> 01:15:45.660
I just wanted to also mention that

1510
01:15:45.660 --> 01:15:50.660
it really is kind of rare that a sponsor actually needs

1511
01:15:50.730 --> 01:15:55.020
to approve a planned effort reduction.

1512
01:15:55.020 --> 01:15:57.000
Like once you go through all these tests

1513
01:15:57.000 --> 01:16:00.750
and check things almost every time

1514
01:16:00.750 --> 01:16:03.510
the sponsor does not need to approve it.

1515
01:16:03.510 --> 01:16:06.390
Like I probably send these into a sponsor

1516
01:16:06.390 --> 01:16:08.013
maybe once or twice a year.

1517
01:16:09.450 --> 01:16:11.220
I mean, certain circumstances

1518
01:16:11.220 --> 01:16:13.440
can cause that to be different,

1519
01:16:13.440 --> 01:16:15.963
but for the most part it's really not that common.

1520
01:16:17.370 --> 01:16:19.410
So when we are looking at whether

1521
01:16:19.410 --> 01:16:21.570
or not sponsor approval is needed,

1522
01:16:21.570 --> 01:16:26.190
we want to compare what we've committed to the sponsor

1523
01:16:26.190 --> 01:16:27.810
with what we're projecting,

1524
01:16:27.810 --> 01:16:29.943
and we're doing this in person months,

1525
01:16:31.530 --> 01:16:33.990
because again, we're not talking about like changing

1526
01:16:33.990 --> 01:16:35.190
the marginal effort.

1527
01:16:35.190 --> 01:16:39.750
If someone's going from 20% to 10%,

1528
01:16:39.750 --> 01:16:42.450
you may say, "Oh well we're cutting the REF in half."

1529
01:16:42.450 --> 01:16:47.450
But if they've already actually done a bunch of effort,

1530
01:16:51.420 --> 01:16:54.630
then that may not really be an issue.

1531
01:16:54.630 --> 01:16:59.630
So to do this, we're going to add the person of months

1532
01:17:00.120 --> 01:17:01.860
we've already applied

1533
01:17:01.860 --> 01:17:03.810
to the period we're looking at

1534
01:17:03.810 --> 01:17:07.290
and then we're gonna project the future person months

1535
01:17:07.290 --> 01:17:09.360
for the remainder of this period

1536
01:17:09.360 --> 01:17:13.140
and then we compare that to what we've committed

1537
01:17:13.140 --> 01:17:14.550
again for the same period.

1538
01:17:14.550 --> 01:17:17.400
And the reason why I'm saying period instead of year

1539
01:17:17.400 --> 01:17:20.403
is that if you recall from the part one training,

1540
01:17:21.270 --> 01:17:25.980
for a lot of sponsors, the sort of awarded period

1541
01:17:25.980 --> 01:17:28.890
that we're looking at can be multiple years.

1542
01:17:28.890 --> 01:17:30.330
So if it's an NSF award

1543
01:17:30.330 --> 01:17:33.693
and they're awarding three years at one time,

1544
01:17:34.680 --> 01:17:36.270
then what we're looking at

1545
01:17:36.270 --> 01:17:38.793
is that entire three year award period,

1546
01:17:39.630 --> 01:17:41.340
whereas with something like NIH

1547
01:17:41.340 --> 01:17:43.830
that awards things on a yearly basis,

1548
01:17:43.830 --> 01:17:46.893
then we would be looking at that one specific year.

1549
01:17:48.780 --> 01:17:52.860
So for calculating person months for a 12 month faculty,

1550
01:17:52.860 --> 01:17:57.720
you basically would multiply the number of months

1551
01:17:57.720 --> 01:18:01.980
that have already been worked by the percent effort

1552
01:18:01.980 --> 01:18:06.980
that that investigator has already been put on that award.

1553
01:18:07.410 --> 01:18:11.820
So, let's say in the example

1554
01:18:11.820 --> 01:18:16.193
we're in month seven of an award period

1555
01:18:19.385 --> 01:18:24.060
and, you know, the PI has put 25% effort in.

1556
01:18:25.080 --> 01:18:28.500
So you would multiply 7 x 25%

1557
01:18:28.500 --> 01:18:31.980
and then that would get you 1.75 person months

1558
01:18:31.980 --> 01:18:34.230
you've already worked on this award.

1559
01:18:34.230 --> 01:18:35.257
So then if you're saying,

1560
01:18:35.257 --> 01:18:38.300
"Well okay, well we wanna reduce the effort moving forward

1561
01:18:38.300 --> 01:18:41.580
in this award period starting in month eight,

1562
01:18:41.580 --> 01:18:45.690
we wanna reduce that from 25% to 15%,

1563
01:18:45.690 --> 01:18:47.970
well then you would basically see okay,

1564
01:18:47.970 --> 01:18:52.260
there's five months extra in this award period,

1565
01:18:52.260 --> 01:18:56.550
and so you would multiply 5 x 0.15

1566
01:18:56.550 --> 01:18:59.130
and you would get 0.75 person months.

1567
01:18:59.130 --> 01:19:02.700
So in this case, the projected effort is 2.5 person months

1568
01:19:02.700 --> 01:19:04.233
over the course of that year.

1569
01:19:05.250 --> 01:19:10.250
And so if you've committed three person months

1570
01:19:13.364 --> 01:19:17.347
and we are projecting doing 2.5 person months

1571
01:19:18.510 --> 01:19:22.680
to basically look at whether we needed prior approval,

1572
01:19:22.680 --> 01:19:26.190
you would say "okay, you know, for a federal sponsor,

1573
01:19:26.190 --> 01:19:27.740
you need prior approval

1574
01:19:27.740 --> 01:19:32.740
if we are reducing effort by 25% or more."

1575
01:19:32.880 --> 01:19:37.880
And so 75% of three person months is 2.25 person month.

1576
01:19:38.940 --> 01:19:42.270
So in this case we are at 2.5 person months,

1577
01:19:42.270 --> 01:19:47.040
which means that, you know, we will have committed,

1578
01:19:47.040 --> 01:19:50.487
you know, enough effort that we are projecting

1579
01:19:53.520 --> 01:19:55.200
to put enough effort on this award

1580
01:19:55.200 --> 01:19:57.603
that we will not need prior approval.

1581
01:19:59.340 --> 01:20:02.040
And also another thing to mention when I say prior approval,

1582
01:20:02.040 --> 01:20:05.040
this is supposed to be prior approval, you know,

1583
01:20:05.040 --> 01:20:08.700
we should be looking at a future change

1584
01:20:08.700 --> 01:20:10.473
and making these projections,

1585
01:20:11.850 --> 01:20:15.150
but obviously sometimes that doesn't happen.

1586
01:20:15.150 --> 01:20:19.000
And in those cases, you know, we would be looking at

1587
01:20:20.190 --> 01:20:22.620
more or less getting forgiveness from the sponsor

1588
01:20:22.620 --> 01:20:23.850
instead of permission,

1589
01:20:23.850 --> 01:20:27.270
and in these cases it's much, much better to ask

1590
01:20:27.270 --> 01:20:28.860
for permission than forgiveness.

1591
01:20:28.860 --> 01:20:32.160
And so we do wanna do these projections

1592
01:20:32.160 --> 01:20:35.490
and actually project out versus realize

1593
01:20:35.490 --> 01:20:37.800
that we have not committed enough effort

1594
01:20:37.800 --> 01:20:41.643
and need to get the sponsor to approve it retroactively.

1595
01:20:43.110 --> 01:20:47.970
So when you have a faculty with an academic appointment,

1596
01:20:47.970 --> 01:20:50.160
this gets a lot more complicated

1597
01:20:50.160 --> 01:20:51.570
or at least a little bit more complicated

1598
01:20:51.570 --> 01:20:55.540
because in these cases we are gonna be now looking at

1599
01:20:57.660 --> 01:20:59.790
where we are in the year in terms of

1600
01:20:59.790 --> 01:21:02.313
the academic versus summer, right?

1601
01:21:06.300 --> 01:21:07.380
There's another dimension here,

1602
01:21:07.380 --> 01:21:10.210
so like for example, let's say

1603
01:21:12.603 --> 01:21:15.300
it's a January 1st start date

1604
01:21:15.300 --> 01:21:20.300
and, you know, we're in July,

1605
01:21:21.090 --> 01:21:24.060
then you'd be just looking at that amount

1606
01:21:24.060 --> 01:21:27.270
of that academic period that has been worked

1607
01:21:27.270 --> 01:21:29.790
and then you'd be doing the summer period separately

1608
01:21:29.790 --> 01:21:31.230
as a separate calculation.

1609
01:21:31.230 --> 01:21:35.490
And so really you sort of need to do separate calculations

1610
01:21:35.490 --> 01:21:36.570
for summer and academic

1611
01:21:36.570 --> 01:21:39.750
if you are combining summer and academic.

1612
01:21:39.750 --> 01:21:42.900
Other times if we're only doing the summer period,

1613
01:21:42.900 --> 01:21:44.640
then we're just gonna be focusing on

1614
01:21:44.640 --> 01:21:47.910
that summer period in terms of the amount of work

1615
01:21:47.910 --> 01:21:49.860
that's already been put.

1616
01:21:49.860 --> 01:21:54.480
And so, you know, how start and end dates work,

1617
01:21:54.480 --> 01:21:55.650
sometimes you're sort

1618
01:21:55.650 --> 01:22:00.630
of combining two calendar year summer periods.

1619
01:22:00.630 --> 01:22:03.750
So like if an award starts 8/1

1620
01:22:03.750 --> 01:22:06.660
you would be looking at, you know,

1621
01:22:06.660 --> 01:22:11.660
one like portion of a summer academic period

1622
01:22:13.020 --> 01:22:15.510
and then another portion of a summer academic period

1623
01:22:15.510 --> 01:22:18.837
depending on how we've laid out the effort commitments.

1624
01:22:18.837 --> 01:22:20.640
And so just to say

1625
01:22:20.640 --> 01:22:22.500
that this can get a little bit complicated

1626
01:22:22.500 --> 01:22:23.943
when you are doing academic,

1627
01:22:24.780 --> 01:22:26.100
but the most important thing is just

1628
01:22:26.100 --> 01:22:27.870
to be mindful of the start and end dates

1629
01:22:27.870 --> 01:22:31.020
and what amount of an academic versus a summer period

1630
01:22:31.020 --> 01:22:32.013
you are hitting,

1631
01:22:33.000 --> 01:22:35.103
but the general idea is the same.

1632
01:22:36.900 --> 01:22:38.700
Dawn, you can go forward if you want.

1633
01:22:38.700 --> 01:22:42.930
<v ->All right, I just wanna check</v>

1634
01:22:42.930 --> 01:22:45.000
to see if there's questions.

1635
01:22:45.000 --> 01:22:50.000
All right, so as I promised I said I'd show you how

1636
01:22:51.180 --> 01:22:54.480
to go over the proposal commitments.

1637
01:22:54.480 --> 01:22:56.970
And again, this all worked last week

1638
01:22:56.970 --> 01:22:59.697
when I checked it out in UVM Qlik

1639
01:22:59.697 --> 01:23:02.550
and again, I know SPA is working on an upgrade

1640
01:23:02.550 --> 01:23:04.230
so things may change,

1641
01:23:04.230 --> 01:23:06.783
but as of right now, this is what is still current.

1642
01:23:08.010 --> 01:23:10.140
So there are actually four different reports

1643
01:23:10.140 --> 01:23:11.220
you can use for this.

1644
01:23:11.220 --> 01:23:14.730
So when you're in UVM Qlik, you navigate to grants,

1645
01:23:14.730 --> 01:23:16.710
reports, customer reports,

1646
01:23:16.710 --> 01:23:20.280
and in the search field enter investigators on proposals

1647
01:23:20.280 --> 01:23:22.860
and it should bring up these four reports.

1648
01:23:22.860 --> 01:23:26.010
I tend to suggest these bottom two,

1649
01:23:26.010 --> 01:23:28.083
so you would wanna do the two.

1650
01:23:34.440 --> 01:23:35.910
I dunno, yeah it cluttered it up

1651
01:23:35.910 --> 01:23:37.500
a little bit with like the in development,

1652
01:23:37.500 --> 01:23:41.040
like if it isn't submitted, do you need to know about it?

1653
01:23:41.040 --> 01:23:43.080
That's really a decision for you guys

1654
01:23:43.080 --> 01:23:44.850
to kind of play around with these,

1655
01:23:44.850 --> 01:23:49.260
but again, these are the two that I tend to recommend,

1656
01:23:49.260 --> 01:23:50.523
but do what suits you.

1657
01:23:51.420 --> 01:23:54.060
So again, so grants reports, customer reports, input

1658
01:23:54.060 --> 01:23:55.620
and investigators on proposals,

1659
01:23:55.620 --> 01:23:59.730
and you'll see these four just to give a visual of that.

1660
01:23:59.730 --> 01:24:00.960
So once you do that

1661
01:24:00.960 --> 01:24:04.110
and you get there, you get to this example,

1662
01:24:04.110 --> 01:24:06.450
I picked investigator reports for PI only

1663
01:24:06.450 --> 01:24:08.400
and put in a PI's last name.

1664
01:24:08.400 --> 01:24:10.650
And so you do have to select this dropdown box.

1665
01:24:10.650 --> 01:24:13.660
I think it might end up defaulting to

1666
01:24:15.510 --> 01:24:16.650
FP number maybe,

1667
01:24:16.650 --> 01:24:19.680
so you wanna make sure you select PI last name

1668
01:24:19.680 --> 01:24:21.383
if that's how you wanna look it up.

1669
01:24:22.440 --> 01:24:23.670
You'll get a list

1670
01:24:23.670 --> 01:24:28.480
and so you have pending sponsor approval

1671
01:24:29.520 --> 01:24:32.483
denied or under review, I don't know.

1672
01:24:32.483 --> 01:24:35.670
So like look at the ones that aren't awarded

1673
01:24:35.670 --> 01:24:38.490
because those ones you'll find set up already

1674
01:24:38.490 --> 01:24:39.930
in the tools we've already talked about,

1675
01:24:39.930 --> 01:24:41.040
but you wanna focus on the ones

1676
01:24:41.040 --> 01:24:43.080
that are pending sponsor approval.

1677
01:24:43.080 --> 01:24:45.000
You click on the FP number

1678
01:24:45.000 --> 01:24:46.230
and you'd scroll down to the bottom

1679
01:24:46.230 --> 01:24:50.520
and you'd click on the name under working budgets.

1680
01:24:50.520 --> 01:24:54.990
From there on the left hand menu you click view budgets

1681
01:24:54.990 --> 01:24:56.230
again, left hand menu

1682
01:24:57.480 --> 01:24:59.640
and you click personnel costs

1683
01:24:59.640 --> 01:25:04.500
and you would see the personnel costs and the breakdown.

1684
01:25:04.500 --> 01:25:07.140
And so right now again it's percentages

1685
01:25:07.140 --> 01:25:10.440
but that might become mixed

1686
01:25:10.440 --> 01:25:14.400
or depending on, you know, what the sponsor requires,

1687
01:25:14.400 --> 01:25:16.800
but that's all still being worked out depending on

1688
01:25:16.800 --> 01:25:17.730
how the testing goes

1689
01:25:17.730 --> 01:25:20.610
and what the upgrade entails in Qlik.

1690
01:25:20.610 --> 01:25:25.143
So for now it's still in percentages that I can show you.

1691
01:25:25.980 --> 01:25:28.710
And so again, I would recommend you go through

1692
01:25:28.710 --> 01:25:30.540
all the pending proposals

1693
01:25:30.540 --> 01:25:32.370
and look at the commitments for that person

1694
01:25:32.370 --> 01:25:34.230
and enter a note.

1695
01:25:34.230 --> 01:25:36.720
I even put in a suggestion

1696
01:25:36.720 --> 01:25:40.980
to put in the role for that as well

1697
01:25:40.980 --> 01:25:42.630
just so you have everything here

1698
01:25:42.630 --> 01:25:45.220
and can just have that conversation of

1699
01:25:46.320 --> 01:25:48.360
have you heard anything from the sponsor on this?

1700
01:25:48.360 --> 01:25:51.540
And they may say, "Oh yeah, this one wasn't awarded."

1701
01:25:51.540 --> 01:25:54.660
So you would reach out to SPA,

1702
01:25:54.660 --> 01:25:56.790
to let them know this was unfunded

1703
01:25:56.790 --> 01:25:59.460
and to close that out in Qlik

1704
01:25:59.460 --> 01:26:03.750
or they might say, "Yeah these bottom two,

1705
01:26:03.750 --> 01:26:04.840
they were awarded

1706
01:26:05.850 --> 01:26:07.800
but we haven't gotten the award document yet.

1707
01:26:07.800 --> 01:26:11.250
Do we need to work on an advanced account?"

1708
01:26:11.250 --> 01:26:14.760
So those are some questions you can work on

1709
01:26:14.760 --> 01:26:17.820
after you have your listing of pending proposals

1710
01:26:17.820 --> 01:26:18.870
and then you can just copy

1711
01:26:18.870 --> 01:26:21.270
and paste this into a new comment

1712
01:26:21.270 --> 01:26:24.303
with any updates you have for your next quarter.

1713
01:26:27.870 --> 01:26:30.810
On Qlik does the effort need to be looked up

1714
01:26:30.810 --> 01:26:34.440
by each funding proposal individually?

1715
01:26:34.440 --> 01:26:36.210
Is there a way to look up all effort

1716
01:26:36.210 --> 01:26:37.650
pending for an individual?

1717
01:26:37.650 --> 01:26:42.570
No, so Qlik doesn't have that report unfortunately.

1718
01:26:42.570 --> 01:26:46.170
That's why like you do this once

1719
01:26:46.170 --> 01:26:48.480
and then you can run those reports real quick

1720
01:26:48.480 --> 01:26:51.570
and just see is there any new funding proposal

1721
01:26:51.570 --> 01:26:53.730
because this information isn't gonna change

1722
01:26:53.730 --> 01:26:55.830
in the funding proposal once it's out there

1723
01:26:55.830 --> 01:26:57.960
and pending sponsor review.

1724
01:26:57.960 --> 01:26:59.670
So if you run the report again

1725
01:26:59.670 --> 01:27:02.970
and you see the same for pending proposals

1726
01:27:02.970 --> 01:27:04.110
as you did last quarter,

1727
01:27:04.110 --> 01:27:05.370
there's nothing further you need to do,

1728
01:27:05.370 --> 01:27:06.780
you have all the information here.

1729
01:27:06.780 --> 01:27:09.420
If you see one more, you'd wanna look at that one,

1730
01:27:09.420 --> 01:27:11.367
see what the commitment is on that,

1731
01:27:11.367 --> 01:27:13.770
and like I said, you can either edit this comment,

1732
01:27:13.770 --> 01:27:15.570
add that, or copy this

1733
01:27:15.570 --> 01:27:19.080
and put it into a new one with the new commitment

1734
01:27:19.080 --> 01:27:22.710
in there for the new funding proposal.

1735
01:27:22.710 --> 01:27:24.900
So that's just my recommendation on how to use that

1736
01:27:24.900 --> 01:27:29.640
to keep this kind of an ongoing tool.

1737
01:27:29.640 --> 01:27:31.590
But yeah, initially you need to look it up

1738
01:27:31.590 --> 01:27:36.213
to get all the proposals pending in the commitments.

1739
01:27:39.960 --> 01:27:42.570
So discussion points related

1740
01:27:42.570 --> 01:27:45.750
to pending proposals, this is a good one.

1741
01:27:45.750 --> 01:27:48.090
Will my pending proposals affect my ability

1742
01:27:48.090 --> 01:27:50.370
to meet my commitments on my current,

1743
01:27:50.370 --> 01:27:51.780
active sponsored agreements?

1744
01:27:51.780 --> 01:27:53.850
And if the answer is yes, you wanna pay attention

1745
01:27:53.850 --> 01:27:58.850
to that award and what's their plan

1746
01:27:58.950 --> 01:28:03.950
if they end up getting awarded that,

1747
01:28:04.020 --> 01:28:06.990
they're gonna have to reduce effort on other agreements

1748
01:28:06.990 --> 01:28:11.340
and will that require a significant enough reduction

1749
01:28:11.340 --> 01:28:14.070
in other awards to require sponsor approval

1750
01:28:14.070 --> 01:28:16.953
or is it just a couple awards will be reduced?

1751
01:28:17.910 --> 01:28:18.743
Another thing,

1752
01:28:18.743 --> 01:28:20.400
should I communicate effort commitment changes

1753
01:28:20.400 --> 01:28:23.160
to the sponsor to proactively address reductions

1754
01:28:23.160 --> 01:28:26.790
of an effort or disengagements longer than three months?

1755
01:28:26.790 --> 01:28:28.890
Should I request an advanced account,

1756
01:28:28.890 --> 01:28:32.159
have any sponsor communicated that pending proposals

1757
01:28:32.159 --> 01:28:33.330
will not be funded?

1758
01:28:33.330 --> 01:28:35.070
So we kind of talked about those already.

1759
01:28:35.070 --> 01:28:39.570
So anything that needs to be updated in UVM Qlik

1760
01:28:39.570 --> 01:28:41.490
for pending proposals, you can reach out

1761
01:28:41.490 --> 01:28:43.833
to your research administrator at SPA.

1762
01:28:47.430 --> 01:28:49.230
And this is a new piece that hasn't...

1763
01:28:49.230 --> 01:28:50.400
It's been in the user guide

1764
01:28:50.400 --> 01:28:53.160
but I haven't included it in the presentation in the past,

1765
01:28:53.160 --> 01:28:54.480
but just with a lot

1766
01:28:54.480 --> 01:28:57.090
of ongoing conversations about dual appointments

1767
01:28:57.090 --> 01:28:59.490
and directors, I thought it would be useful

1768
01:28:59.490 --> 01:29:01.740
to present to you guys,

1769
01:29:01.740 --> 01:29:04.560
but not everyone here is going

1770
01:29:04.560 --> 01:29:05.760
to have access to this.

1771
01:29:05.760 --> 01:29:08.280
So really those individuals who are involved

1772
01:29:08.280 --> 01:29:10.560
with effort certification during

1773
01:29:10.560 --> 01:29:15.560
the August, September time period have access

1774
01:29:16.110 --> 01:29:20.700
to this in the Effort Reporting System or ERS.

1775
01:29:20.700 --> 01:29:24.810
And so you, if you don't have access to it, you might need

1776
01:29:24.810 --> 01:29:27.870
to reach out to the person in your department who does

1777
01:29:27.870 --> 01:29:31.293
for anyone with a dual appointment or director appointment.

1778
01:29:36.990 --> 01:29:41.340
So ERS contains the fiscal year, semi-monthly payroll

1779
01:29:41.340 --> 01:29:42.870
regardless of payment type,

1780
01:29:42.870 --> 01:29:47.100
so whether it's from their job record or additional pays.

1781
01:29:47.100 --> 01:29:48.690
So as the payrolls happen,

1782
01:29:48.690 --> 01:29:51.633
I'm updating ERS every payroll.

1783
01:29:52.980 --> 01:29:55.950
Again, eventually you'll also have the Kronos individuals

1784
01:29:55.950 --> 01:29:57.543
in there too, but not yet.

1785
01:29:59.811 --> 01:30:01.860
So you would go under reports

1786
01:30:01.860 --> 01:30:05.430
and then you'd click on effort on demand preview

1787
01:30:05.430 --> 01:30:08.950
and that allows you to see the monthly breakdown paid

1788
01:30:10.230 --> 01:30:11.880
to individuals

1789
01:30:11.880 --> 01:30:15.393
and again, only individuals assigned to your department.

1790
01:30:17.040 --> 01:30:18.810
And it's a useful tool

1791
01:30:18.810 --> 01:30:21.780
to see like Common Paymasters included in there

1792
01:30:21.780 --> 01:30:24.630
for any of the UVM medical center folks

1793
01:30:24.630 --> 01:30:26.100
and chairs of directors.

1794
01:30:26.100 --> 01:30:29.040
So once you click on that,

1795
01:30:29.040 --> 01:30:32.063
you would click on that report, you'd get a list

1796
01:30:32.063 --> 01:30:34.413
of all the departments you have access to.

1797
01:30:35.280 --> 01:30:40.200
In this case I'm just picking surgery, trauma surgery

1798
01:30:40.200 --> 01:30:44.520
and then there is a proceed button at the bottom

1799
01:30:44.520 --> 01:30:46.470
in ERS but it didn't really fit on my slide.

1800
01:30:46.470 --> 01:30:47.580
I didn't want it to get too small,

1801
01:30:47.580 --> 01:30:50.480
but yeah, click your department, click the proceed button,

1802
01:30:51.540 --> 01:30:53.490
you would click on the hyperlink for the individual

1803
01:30:53.490 --> 01:30:57.150
and there's purposes I've blocked out (laughing)

1804
01:30:57.150 --> 01:31:00.210
the identifying information for the person,

1805
01:31:00.210 --> 01:31:01.980
but you would click on the hyperlink here.

1806
01:31:01.980 --> 01:31:03.780
I think their name might even be a hyperlink,

1807
01:31:03.780 --> 01:31:08.070
but then it will bring you into what you're used to seeing

1808
01:31:08.070 --> 01:31:11.280
for effort certification for the initial view.

1809
01:31:11.280 --> 01:31:13.800
And so this isn't all that useful

1810
01:31:13.800 --> 01:31:15.330
and so you'd wanna click on

1811
01:31:15.330 --> 01:31:19.410
the total salary information hyperlink at the bottom

1812
01:31:19.410 --> 01:31:21.720
and that will bring you into the monthly breakdown.

1813
01:31:21.720 --> 01:31:24.930
And so here you have somebody who has Common Paymaster

1814
01:31:24.930 --> 01:31:26.550
for UVM Medical Center

1815
01:31:26.550 --> 01:31:29.310
and that's not gonna be on their salary distribution.

1816
01:31:29.310 --> 01:31:30.630
So their salary distribution

1817
01:31:30.630 --> 01:31:35.630
is gonna be broken up by these three here,

1818
01:31:37.020 --> 01:31:38.550
but you wanna see the impact

1819
01:31:38.550 --> 01:31:42.540
of the Common Paymaster here

1820
01:31:42.540 --> 01:31:46.350
or if they're a chair

1821
01:31:46.350 --> 01:31:50.730
and they have two different salary distribution breakdowns,

1822
01:31:50.730 --> 01:31:53.190
you wanna see the impact of both of those.

1823
01:31:53.190 --> 01:31:55.860
Again, if they have an additional pay

1824
01:31:55.860 --> 01:31:58.050
that would be added in down here as well.

1825
01:31:58.050 --> 01:32:01.350
So this is just a tool, another tool

1826
01:32:01.350 --> 01:32:02.370
to see those people

1827
01:32:02.370 --> 01:32:04.710
that are a little more complicated knowing

1828
01:32:04.710 --> 01:32:06.630
that they have dual appointments

1829
01:32:06.630 --> 01:32:10.140
or something non-traditional that

1830
01:32:10.140 --> 01:32:13.680
you can't just compare straight commitment percentage

1831
01:32:13.680 --> 01:32:16.080
to satellite distribution percentage,

1832
01:32:16.080 --> 01:32:17.250
and you wanna see the impact.

1833
01:32:17.250 --> 01:32:19.380
So again, this is updated throughout the year.

1834
01:32:19.380 --> 01:32:21.450
You can see this is current

1835
01:32:21.450 --> 01:32:26.450
and this is effort payroll through February 29th, 2024.

1836
01:32:27.720 --> 01:32:31.740
And I mean it's typical October you see all your college

1837
01:32:31.740 --> 01:32:35.640
of medicine clinical faculty I think it is that have

1838
01:32:35.640 --> 01:32:39.990
their distribution percentage breakdown change

1839
01:32:39.990 --> 01:32:43.713
because that's the fiscal year start for UVM Medical Center.

1840
01:32:44.550 --> 01:32:48.270
You'd also tend to get changes during January

1841
01:32:48.270 --> 01:32:52.530
because that's when the salary cap tends to become effective

1842
01:32:52.530 --> 01:32:54.150
and a date change with that.

1843
01:32:54.150 --> 01:32:59.150
So just different things to consider by using ERS,

1844
01:33:03.540 --> 01:33:05.760
and you would also have access to that

1845
01:33:05.760 --> 01:33:07.350
for any of your grad students.

1846
01:33:07.350 --> 01:33:11.323
So just going back to this report,

1847
01:33:14.010 --> 01:33:17.460
it's gonna list anyone in your department

1848
01:33:17.460 --> 01:33:20.070
who would have an effort certification form

1849
01:33:20.070 --> 01:33:24.960
based on commitments and or effort.

1850
01:33:24.960 --> 01:33:27.450
So somebody could have commitments but no effort yet

1851
01:33:27.450 --> 01:33:29.400
and they're gonna have an effort form

1852
01:33:29.400 --> 01:33:30.750
or anybody charged directly

1853
01:33:30.750 --> 01:33:33.420
or is cost share to sponsored agreements

1854
01:33:33.420 --> 01:33:34.890
will have an effort form

1855
01:33:34.890 --> 01:33:38.370
and once they're generated for the fiscal year,

1856
01:33:38.370 --> 01:33:41.450
but you'll see them all listed here

1857
01:33:41.450 --> 01:33:43.653
so it's another tool you can use.

1858
01:33:45.870 --> 01:33:50.870
It's not as widely used,

1859
01:33:51.240 --> 01:33:53.640
'cause again it's not available to everybody

1860
01:33:53.640 --> 01:33:56.730
like the PI portal is, which is why we switched

1861
01:33:56.730 --> 01:33:58.020
to using the PI portal

1862
01:33:58.020 --> 01:33:59.670
because it was getting the traffic

1863
01:33:59.670 --> 01:34:03.450
and it has a lot more flexibility for more people

1864
01:34:03.450 --> 01:34:04.743
to have access to it.

1865
01:34:05.640 --> 01:34:08.460
So again, prepare, review your individual effort,

1866
01:34:08.460 --> 01:34:12.960
review project personnel, have your action items

1867
01:34:12.960 --> 01:34:15.810
and that's your kind of quarterly verification

1868
01:34:15.810 --> 01:34:17.110
that goes round and round.

1869
01:34:20.910 --> 01:34:23.880
This preview data does include commitment data, correct?

1870
01:34:23.880 --> 01:34:26.700
Yeah, actually that is correct too.

1871
01:34:26.700 --> 01:34:30.840
So if there are commitments it'll show up here

1872
01:34:30.840 --> 01:34:32.580
and there are drilled down information

1873
01:34:32.580 --> 01:34:37.580
so you can see how that's broken down by direct

1874
01:34:37.590 --> 01:34:39.063
and cost share I believe,

1875
01:34:40.080 --> 01:34:43.680
yeah and I think there'd be a icon here

1876
01:34:43.680 --> 01:34:46.080
that would show you if there's cost share,

1877
01:34:46.080 --> 01:34:49.410
but anybody who hasn't taken

1878
01:34:49.410 --> 01:34:50.640
the effort certification training,

1879
01:34:50.640 --> 01:34:53.700
this is gonna look pretty foreign to you (laughing)

1880
01:34:53.700 --> 01:34:56.100
because there is a parent account

1881
01:34:56.100 --> 01:34:58.920
and then this is the child account.

1882
01:34:58.920 --> 01:35:00.780
So the parent has the commitment,

1883
01:35:00.780 --> 01:35:04.350
the child has the like the actual effort

1884
01:35:04.350 --> 01:35:07.320
and so these two lines here are tied.

1885
01:35:07.320 --> 01:35:10.470
So right now I see this has a 1% commitment

1886
01:35:10.470 --> 01:35:12.750
but there's nothing being allocated to it.

1887
01:35:12.750 --> 01:35:15.270
That's a conversation to have should there be,

1888
01:35:15.270 --> 01:35:20.270
is this right here, this suspense in money,

1889
01:35:21.420 --> 01:35:22.920
should some of that be allocated

1890
01:35:22.920 --> 01:35:24.300
to this project perhaps?

1891
01:35:24.300 --> 01:35:27.570
So those are discussions you could have

1892
01:35:27.570 --> 01:35:28.800
if you're familiar with this,

1893
01:35:28.800 --> 01:35:31.997
but it's just another tool that can be used

1894
01:35:35.700 --> 01:35:39.423
for anybody with commitments and effort throughout the year.

1895
01:35:42.870 --> 01:35:46.510
Yes, Sue put that year

1896
01:35:47.550 --> 01:35:49.330
our fiscal year period

1897
01:35:50.730 --> 01:35:51.903
or yeah are they?

1898
01:35:58.276 --> 01:36:01.609
So right now this is taking into account

1899
01:36:03.060 --> 01:36:07.440
the portion of commitment that falls in

1900
01:36:07.440 --> 01:36:09.930
the current reporting period.

1901
01:36:09.930 --> 01:36:13.053
So yes Sue, that's a really good question.

1902
01:36:14.880 --> 01:36:16.650
You're gonna have more visibility

1903
01:36:16.650 --> 01:36:18.420
and understanding of what the commitment is,

1904
01:36:18.420 --> 01:36:21.960
I think if you use the PI portal tool,

1905
01:36:21.960 --> 01:36:25.170
because this will annualize.

1906
01:36:25.170 --> 01:36:28.290
So say somebody had a 10% commitment

1907
01:36:28.290 --> 01:36:31.590
but only six months of that award

1908
01:36:31.590 --> 01:36:34.710
fell within this current fiscal year,

1909
01:36:34.710 --> 01:36:37.440
it's going annualize it to 5%

1910
01:36:37.440 --> 01:36:41.760
because when you look at it for the reporting period

1911
01:36:41.760 --> 01:36:45.137
of this fiscal year, total it's supposed to come out

1912
01:36:45.137 --> 01:36:49.560
to 5% because it's 10% for six months.

1913
01:36:49.560 --> 01:36:52.113
So that is another consideration to use.

1914
01:36:53.190 --> 01:36:56.610
The main point of this training really

1915
01:36:56.610 --> 01:36:58.830
is to use it for drilling down

1916
01:36:58.830 --> 01:37:02.083
to see the impacts of dual appointments

1917
01:37:04.260 --> 01:37:07.953
and additional pays in the monthly breakdown,

1918
01:37:09.720 --> 01:37:14.720
but the video is up, it is a long one

1919
01:37:15.660 --> 01:37:17.700
but we'll get into the details

1920
01:37:17.700 --> 01:37:19.800
of all of that in that training.

1921
01:37:19.800 --> 01:37:21.090
So if you aren't familiar with that,

1922
01:37:21.090 --> 01:37:21.923
reach out to me

1923
01:37:21.923 --> 01:37:22.770
and I can can walk you through

1924
01:37:22.770 --> 01:37:24.750
if you think it'd be helpful,

1925
01:37:24.750 --> 01:37:26.670
but we're not gonna focus too much on that right now,

1926
01:37:26.670 --> 01:37:28.920
but it is a very good point so thank you Sue.

1927
01:37:31.830 --> 01:37:34.113
So are there any other questions?

1928
01:37:39.660 --> 01:37:41.280
For reporting effort

1929
01:37:41.280 --> 01:37:45.723
and FTEs on progress reports for nine month faculty,

1930
01:37:46.560 --> 01:37:49.773
would you convert their distribution on the project

1931
01:37:49.773 --> 01:37:51.813
to a 12 month appointment?

1932
01:37:54.630 --> 01:37:56.040
Josh, do you have any insight on that?

1933
01:37:56.040 --> 01:38:00.210
I've never worked with progress reports

1934
01:38:00.210 --> 01:38:03.720
and I don't know,

1935
01:38:03.720 --> 01:38:06.060
I'm guessing that might be sponsored specific?

1936
01:38:06.060 --> 01:38:06.893
<v Josh>Yeah,-</v>

1937
01:38:06.893 --> 01:38:09.930
<v Participant>USDA often often goes FTEs</v>

1938
01:38:09.930 --> 01:38:11.230
on their progress reports.

1939
01:38:13.050 --> 01:38:15.393
<v Josh>So for USDA specific,</v>

1940
01:38:16.920 --> 01:38:19.650
like you're talking about the one that's in,

1941
01:38:19.650 --> 01:38:21.750
oh my gosh, I forget what it's called, report, right?

1942
01:38:21.750 --> 01:38:23.200
<v Participant>Report, yeah.</v>

1943
01:38:25.410 --> 01:38:26.243
<v Josh>So first of all</v>

1944
01:38:26.243 --> 01:38:28.470
I don't think that that is considered

1945
01:38:28.470 --> 01:38:30.900
to be like an official reporting of effort

1946
01:38:30.900 --> 01:38:33.843
because if it was we would wanna review it.

1947
01:38:37.470 --> 01:38:38.820
Well what I would do is

1948
01:38:38.820 --> 01:38:42.060
I would convert everything to person months

1949
01:38:42.060 --> 01:38:44.160
because a person month doesn't matter

1950
01:38:44.160 --> 01:38:47.223
if someone's a 9 month faculty or a 12 month faculty.

1951
01:38:48.690 --> 01:38:52.920
That's what I would do for all of these.

1952
01:38:52.920 --> 01:38:54.510
<v Dawn>So convert it to person months</v>

1953
01:38:54.510 --> 01:38:55.800
and then back to FTEs.

1954
01:38:57.750 --> 01:38:58.950
<v Josh>Does report not allow you</v>

1955
01:38:58.950 --> 01:39:00.557
to report in person months?

1956
01:39:02.222 --> 01:39:04.140
<v Dawn>No you have to enter FTE</v>

1957
01:39:04.140 --> 01:39:06.450
for each of the groups,

1958
01:39:06.450 --> 01:39:08.160
and I get this question a lot in Cals

1959
01:39:08.160 --> 01:39:10.683
'cause we have a lot of USDA awards.

1960
01:39:15.060 --> 01:39:17.660
<v Josh>Well yes, there's various ways of doing it.</v>

1961
01:39:18.750 --> 01:39:22.770
One way of doing it would be to convert to person months

1962
01:39:22.770 --> 01:39:24.240
and then use that to figure out

1963
01:39:24.240 --> 01:39:28.023
what percent of a 12 month period someone worked.

1964
01:39:31.200 --> 01:39:32.970
There are other ways of doing it

1965
01:39:32.970 --> 01:39:34.500
if you don't wanna make that conversion,

1966
01:39:34.500 --> 01:39:36.000
but that's a pretty easy conversion,

1967
01:39:36.000 --> 01:39:38.183
so I would just probably suggest doing that.

1968
01:39:39.900 --> 01:39:40.850
<v Dawn>Thank you.</v>

1969
01:39:43.233 --> 01:39:48.000
All right Alex had for joint UVM Medical Center faculty,

1970
01:39:48.000 --> 01:39:50.610
is there another type of account

1971
01:39:50.610 --> 01:39:53.610
also called a commitment account

1972
01:39:53.610 --> 01:39:55.863
for the UVM portion of their pay?

1973
01:39:56.730 --> 01:39:57.563
I'm not sure I understand.

1974
01:39:57.563 --> 01:39:59.610
Like I know that there's the Common Paymaster

1975
01:39:59.610 --> 01:40:03.090
for the UVM medical center,

1976
01:40:03.090 --> 01:40:04.980
then there's like UVM pay

1977
01:40:04.980 --> 01:40:06.780
and then there's the Common Paymaster

1978
01:40:06.780 --> 01:40:10.350
is kind of the way I've always referred to it as,

1979
01:40:10.350 --> 01:40:13.653
but am I understanding your question correctly?

1980
01:40:19.380 --> 01:40:20.700
And you can take yourself off mute

1981
01:40:20.700 --> 01:40:22.100
if it's easier to just...

1982
01:40:25.890 --> 01:40:30.093
Yeah, so you're saying that there is another one?

1983
01:40:32.760 --> 01:40:36.213
I mean in my mind there's two job data,

1984
01:40:37.149 --> 01:40:39.510
two job data records in PeopleSoft.

1985
01:40:39.510 --> 01:40:42.870
And I've always just referred to the UVM side,

1986
01:40:42.870 --> 01:40:45.660
but in either way like bullet distribution,

1987
01:40:45.660 --> 01:40:47.700
well the Common Paymaster doesn't even have

1988
01:40:47.700 --> 01:40:50.190
a distribution, the hospital side,

1989
01:40:50.190 --> 01:40:51.990
it's just the amount that goes to them

1990
01:40:51.990 --> 01:40:56.990
and then you allocate the UVM portion 100%

1991
01:40:57.000 --> 01:40:59.013
on the just salary distribution, so.

1992
01:41:00.390 --> 01:41:02.520
But if other questions come up,

1993
01:41:02.520 --> 01:41:06.303
definitely feel free to reach out to us.

1994
01:41:07.380 --> 01:41:10.623
You can either contact cost accounting or just me directly.

1995
01:41:11.520 --> 01:41:12.660
If you have any feedback you wanted

1996
01:41:12.660 --> 01:41:14.010
to give on this presentation

1997
01:41:14.010 --> 01:41:18.450
or the tools, we're happy to hear those.

1998
01:41:18.450 --> 01:41:20.340
We do have again, the effort website.

1999
01:41:20.340 --> 01:41:23.880
We have overviews, there's policies, effort verification

2000
01:41:23.880 --> 01:41:25.410
user guide that walks you through this.

2001
01:41:25.410 --> 01:41:28.710
This presentation will go up as well.

2002
01:41:28.710 --> 01:41:30.570
And again, once I get this captioned,

2003
01:41:30.570 --> 01:41:33.240
we'll get this on there as well.

2004
01:41:33.240 --> 01:41:36.060
It'll just replace the one that's on there

2005
01:41:36.060 --> 01:41:39.750
and then there's some great FAQs there as well.

2006
01:41:39.750 --> 01:41:43.683
So be in touch if you need us.

2007
01:41:45.330 --> 01:41:47.340
And then if you wanted to stay after

2008
01:41:47.340 --> 01:41:51.720
and do anything here for like walking through any of these,

2009
01:41:51.720 --> 01:41:55.213
the great thing about the team's presentation

2010
01:41:57.540 --> 01:41:59.760
is you kind of can walk through it as you as we go,

2011
01:41:59.760 --> 01:42:02.060
so I'm guessing a lot of you did that as well,

2012
01:42:02.940 --> 01:42:04.590
but feel free to reach out

2013
01:42:04.590 --> 01:42:06.930
or stay after if you would like.

2014
01:42:06.930 --> 01:42:09.933
I am going to stop the recording though,

2015
01:42:17.860 --> 01:42:19.630
and thank you all for coming.