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[Dawn] I see Josh is here.

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All right, so I'm gonna get started.

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Thank you all for joining me this morning.

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This is Part 2 of our
Effort Training Series

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and this one's Managing
Effort on Sponsored Projects,

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and the first one was more focusing

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on the proposal stage.

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So this is focusing more
on how to manage effort

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once the project has been awarded.

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I'm Dawn Caffrey and I'm the
Senior Cost Accounting Analyst

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in the Financial and Cost
Accounting Services office

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and I'm joined by Josh Tyack

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from Sponsored Project Administration.

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Oh, this is just a quick list

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of everybody in Financial
and Cost Accounting Services

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and we cover a wide
range of responsibilities

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for the university,

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but in terms of what I've tend
to work with most of you on

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is effort and space survey.

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In the past there was some
capitalization for some folks.

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That has been taken
over by Renee and Reiko,

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and you probably work
extensively with both of them.

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I have the organizational chart

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for our Sponsored Project Administration.

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I know they had a few
vacancies a while back.

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I'm not sure if any of
those have been filled,

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but I know some of you here joining,

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quite a few joining us today
are part of SPA or SPA 2.0,

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so thank you for joining us.

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This is a listing of all of SPA
EDU's sessions for this year

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and you'll see the last one
that they offered was last month

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on Valentine's Day, and that was Part 1.

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As I mentioned, today we're on Part 2.

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I do ask that for the main portion

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of the presentation that you stay on mute

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and even keeping camera off.

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I meant to put mine on
earlier just to say hi, but,

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and generally broadband
kind of just works better

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with video off and just
allowing for the presentation.

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Feel free to put any questions in chat

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and Josh will be monitoring
that for us today.

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You can use the hand-raise
feature to jump in

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and Josh will let me know,

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and 'cause we do wanna have a dialogue too

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when questions come up,
but just in general,

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just to, if we're having
any morning breakfast

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or anything like that, that
we stay on mute generally.

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And if I don't answer your question now

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or you come up with
questions after the fact,

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feel free to reach out to me directly

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and we can address those.

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I know we have some questions coming up

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that hopefully we can get to in April

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about some effort for internal projects,

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and so there's some ongoing discussions

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that come out of these types of trainings.

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And I am recording the presentation today

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and I do plan to update the
website with today's training,

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'cause there is some added information

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about converting between
FTE, or excuse me,

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the person months and percent effort,

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and we'll get to that
later in the presentation.

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That's really the only difference

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from last year's training though,

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which is on the website at this time.

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So for today's agenda,

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we'll be going over for
quarterly verifications

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who at UVM needs to be reviewed and why.

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We'll go through the PeopleSoft tools.

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So we have the PeopleSoft
Sponsored Effort Commitment tools,

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which is looking at your faculty members

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who have effort on sponsored projects

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and looking at them individually.

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And then later on we'll
look at the PI Portal

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that has been around for much longer

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and how to use the information there

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to assist with reviewing commitments

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for all key personnel
and faculty on awards,

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as well as looking at your non,

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your bi-weekly individuals

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who don't necessarily
have salary distributions

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and aren't gonna be set
up with commitments,

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kinda like your lab
techs and grad students.

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I have demo down here after the fact,

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but I really will kind of jump in

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during each of these upper areas,

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just to walk you through it

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and not rely just on the screen prints.

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I just find it a little more useful.

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After that, we'll go over,

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really kind of reiterate the
planning and the considerations

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that you should have during
your quarterly verifications.

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And then I'll stick around after the fact,

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so if anybody wants to
play around in the system

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or has any other questions
that didn't come up earlier

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or that we need to circle back to,

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I'll be available after that.

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If you go to uvm.edu/finance,

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you'll see all the areas

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that the Division of Finance oversees

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and we manage the effort
management and reporting policy,

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so you can click on the link
there under our services

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and that'll bring you
to our webpage for this.

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You'll see that the training
from last year, again,

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is available now.

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I will update that.

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It'll probably take a couple weeks

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to get the presentation transcribed

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and, well, to have the
closed captioning added to it

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and to get any sensitive data,

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like employee IDs and names, blurred out

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so that we can make that
a public presentation

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for viewing whenever you need.

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The Effort Verification
PDF or the slideshow

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is up there from last year,
so you can follow along.

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For the most part I have made
some changes and updates,

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but I will get this one
updated on that website

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soon after today's training as well.

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I've just been making updates as we go

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right up until the training today.

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Down below you have an option,

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you can go look at the Effort Policy,

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but I do also open up here and show you

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that you have the Effort
Verification User Guides,

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so not just the
presentation we have today.

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There's a pretty sizable user guide

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with considerations and FAQs

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and there's also a user guide
for the PI Portal in general

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and that actually links
back to SPA's website.

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As I mentioned, the tools
we're gonna be using

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are in PeopleSoft and most
of you are in there anyways,

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but if you're new and
you're not familiar with it,

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you can go to myUVM.edu if
you're already using that

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and you can get to it from the Financials.

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And just as a reminder, we do
the effort certification still

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in the Effort Reporting System, ERS,

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and that's just once a year,

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and we used to have the commitments

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and certification in ERS,

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but after March of last year,

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it's just the certification
that gets done annually in that.

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So today we're talking about
quarterly verifications,

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and so, again, we're in PeopleSoft.

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So conducting effort verifications,

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who are we looking at
when we're doing this?

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So it's really all individuals
who have payroll charged

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both directly or as cost
share to sponsored agreements,

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including a review of any key personnel

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with commitments on sponsored projects.

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So you wanna make sure

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that they're meeting their commitments

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that they've communicated to the sponsor.

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Effort verifications
are required to be done

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for both the semi-monthly employees

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and the bi-weekly hourly employees,

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so the faculty, so for
semi-monthly faculty

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and key personnel,

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and they will have
sponsored effort commitments

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and a page to review those.

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And there's a note here
that semi-monthly employees

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will continue, as I mentioned,
to be certified in ERS.

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There is the move to Kronos

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and I really can only say right now

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there's more to come on that.

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We're still working on how
that's all going to work out

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and so there isn't guidance right here

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in this presentation today,
so that will be forthcoming.

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For the bi-weekly hourly employees,

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the actuals are charged and certified

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at the time they're submitted,

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so they're not being certified
in ERS on an annual basis.

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They're doing it as
their hours are entered,

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'cause they don't have
a salary distribution

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that's kind of planned effort.

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It's just actual effort.

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It gets submitted and
charged to the budgets

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they're supposed to go to.

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And those do need to be
reviewed quarterly as well

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to make sure what was charged
to the awards was accurate

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and it can be reviewed
by the PI and the co-PI

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for those bi-weekly hourly employees.

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You're not gonna meet with
them to confirm their effort.

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The PI can do that.

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And just a note here that
pre- or postdoc trainees

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and fellows that receive
stipends on sponsored agreements,

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they don't certify, but
they are still required

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to have their charges
verified on a quarterly basis

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to make sure that the
correct statement amount

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is being charged and they're being charged

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to the correct awards.

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Continuing on, let's see
who we're talking about.

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So commitments are in the PI Portal

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and the source data is entered by SPA

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during the award set-up,

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and commitments are set up for
the principal investigator,

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co-PIs, named personnel.

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So those three are all your key personnel,

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but any faculty that
are non-key on an award

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are set up as well.

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And really, the idea
there is to have a place

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that you can see all commitments

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and manage all of their
effort on sponsored projects

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in one place.

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And if commitments are
ever entered incorrectly

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at the time of award set-up,

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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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Once they've confirmed that
the correction has been made,

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you'll see that update the following day,

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because that's just how
the PI Portal works.

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It looks at the information.

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I don't know if it's midnight or what,

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but it is an overnight
process, which is kind of nice.

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It's not real-time, but
you're not waiting weekly

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like you used to have to do in
the Effort Reporting System.

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And I will hopefully touch

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and remember to touch on it later,

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but, like, if there's
changes that somebody,

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when you're doing this, and the PI said,

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"Oh yeah, I committed 50%,

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but I'm only able to do 45 and
that's what I've been doing,"

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you're not emailing SPA in that instance,

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'cause that's managed internally
within your department

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with the PI.

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You wanna document that
as a note for yourself,

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but you're not contacting SPA
if it was set up correctly

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but you're just having a change in effort

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that doesn't exceed a threshold

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that requires prior approval.

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So just to make that clear,
that they're not in the business

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of micromanaging the
efforts along the way.

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It's set up and whatever the
commitment to the sponsor is,

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that's what the system will tell you.

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Again, the PI Portal
will not have commitments

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for lab techs, grad students,

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non-key staff.

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Again, non-key faculty
will, but not staff,

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and your pre/postdoc trainees and fellows

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do not have commitments set up,

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and their payroll is actually, again,

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excluded from effort reporting.

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You will see it in the PI Portal though,

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but it's not gonna have
a certification form

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at the end of the year.

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The PI and the co-PI is still responsible

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for verifying that their
effort and payroll charges

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are accurate on a quarterly basis,

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and we'll go over how to do that.

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So for the semi-monthly individuals,

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UVM uses the plan-confirmation approach,

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so the plan meaning, you know,

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you're budgeting and monitoring the effort

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and adjusting it accordingly.

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So you're gonna establish an
update like your effort plans,

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like your salary distribution.

256
00:13:15,960 --> 00:13:18,633
That's what your planned
effort is for the year.

257
00:13:20,130 --> 00:13:24,150
Their salary is going to continue
to be charged each payroll

258
00:13:24,150 --> 00:13:28,200
based on what that planned distribution is

259
00:13:28,200 --> 00:13:32,850
until anything is reviewed and determined,

260
00:13:32,850 --> 00:13:36,243
excuse me, that something
needs to be corrected.

261
00:13:37,380 --> 00:13:38,970
And so that's what's really happening

262
00:13:38,970 --> 00:13:40,957
on those quarterly verifications, is,

263
00:13:40,957 --> 00:13:42,750
"Okay, you planned to do this,

264
00:13:42,750 --> 00:13:45,810
this is what we said
when we met last quarter.

265
00:13:45,810 --> 00:13:49,263
We distributed it to the award
based on that conversation.

266
00:13:51,074 --> 00:13:53,490
Did your actual effort during that quarter

267
00:13:53,490 --> 00:13:55,770
reflect what we had charged to the award

268
00:13:55,770 --> 00:13:58,670
and what you'd plan to do, or
do we need to make changes?"

269
00:14:00,150 --> 00:14:03,570
The confirmation is a
one-time-a-year certification

270
00:14:03,570 --> 00:14:07,440
each year, so you're looking
back July through June,

271
00:14:07,440 --> 00:14:10,260
and that's our certification period,

272
00:14:10,260 --> 00:14:14,040
and going through the process
to review that information,

273
00:14:14,040 --> 00:14:18,483
compare it to any commitments,
and certify and document

274
00:14:18,483 --> 00:14:22,140
that that was an accurate
allocation of your effort,

275
00:14:22,140 --> 00:14:24,480
and that is done in August and September.

276
00:14:24,480 --> 00:14:26,100
So it's that one time a year

277
00:14:26,100 --> 00:14:27,810
versus the quarterly verifications

278
00:14:27,810 --> 00:14:29,850
which is ongoing throughout the year.

279
00:14:29,850 --> 00:14:33,210
And this is in accordance
with the Uniform Guidance,

280
00:14:33,210 --> 00:14:37,713
and really, the Uniform
Guidance talks about,

281
00:14:38,880 --> 00:14:40,590
here, I'll actually go to the next slide,

282
00:14:40,590 --> 00:14:42,813
the Uniform Guidance talks about,

283
00:14:43,680 --> 00:14:46,200
it's a really big focus
on internal controls.

284
00:14:46,200 --> 00:14:48,750
So it doesn't explicitly state

285
00:14:48,750 --> 00:14:51,480
you need to continue to
do effort certifications

286
00:14:51,480 --> 00:14:54,570
like it had prior to Uniform Guidance,

287
00:14:54,570 --> 00:14:58,080
but all of our peer institutions

288
00:14:58,080 --> 00:15:02,250
are still continuing to
do effort certifications

289
00:15:02,250 --> 00:15:05,430
and we really haven't seen
any deviation from that,

290
00:15:05,430 --> 00:15:08,010
because it provides that internal control,

291
00:15:08,010 --> 00:15:11,910
and how we would meet it
otherwise has really been,

292
00:15:11,910 --> 00:15:14,400
isn't tested yet, 'cause
nobody's deviated from that.

293
00:15:14,400 --> 00:15:16,680
So UVM will continue to do so

294
00:15:16,680 --> 00:15:20,700
until we see any other
institutions deviating from that

295
00:15:20,700 --> 00:15:23,340
and going through a solid audit cycle

296
00:15:23,340 --> 00:15:24,720
and seeing what happens,

297
00:15:24,720 --> 00:15:26,400
'cause the risk is pretty great

298
00:15:26,400 --> 00:15:28,200
to move away from that approach.

299
00:15:28,200 --> 00:15:30,930
So that was kind of the outcome of that

300
00:15:30,930 --> 00:15:33,480
and that's been really since 2014.

301
00:15:33,480 --> 00:15:36,600
We're approaching, what, 11 or nine years,

302
00:15:36,600 --> 00:15:38,970
and institutions across the country

303
00:15:38,970 --> 00:15:40,533
are still doing it this way.

304
00:15:41,700 --> 00:15:43,680
And it's because we've felt

305
00:15:43,680 --> 00:15:47,310
that our own internal
controls aligned really well

306
00:15:47,310 --> 00:15:51,000
with the revised Uniform Guidance,

307
00:15:51,000 --> 00:15:54,930
and the PeopleSoft commitment tools

308
00:15:54,930 --> 00:15:57,090
are helpful for making sure

309
00:15:57,090 --> 00:15:59,610
when we get to that annual certification

310
00:15:59,610 --> 00:16:02,820
that everything is accurate
and hopefully ready to go,

311
00:16:02,820 --> 00:16:04,020
unless anything was set up

312
00:16:04,020 --> 00:16:07,740
really right before the
certification period.

313
00:16:07,740 --> 00:16:09,900
Other than that, it
should hopefully be clean

314
00:16:09,900 --> 00:16:11,253
and easy and ready to go.

315
00:16:13,560 --> 00:16:18,450
And there was an update
to the IBS definition

316
00:16:18,450 --> 00:16:21,060
to exclude supplemental pay for overload.

317
00:16:21,060 --> 00:16:22,803
So that's really your,

318
00:16:24,570 --> 00:16:25,650
used to be continuing ed,

319
00:16:25,650 --> 00:16:27,390
now it's professional

320
00:16:27,390 --> 00:16:31,980
and continuing education PACE courses,

321
00:16:31,980 --> 00:16:34,770
and we updated our guidance

322
00:16:34,770 --> 00:16:36,330
to say that the PI and the co-PI

323
00:16:36,330 --> 00:16:40,083
can verify the reasonableness
of effort and payroll charges.

324
00:16:42,630 --> 00:16:44,820
This is more specifically the language

325
00:16:44,820 --> 00:16:48,060
in the effort policy that was updated.

326
00:16:48,060 --> 00:16:50,520
So yeah, again, quarterly basis

327
00:16:50,520 --> 00:16:54,810
and the effort will be
reviewed on a quarterly basis

328
00:16:54,810 --> 00:16:58,500
for all employees and not just the PI,

329
00:16:58,500 --> 00:17:01,197
not just the key personnel,
but all employees,

330
00:17:01,197 --> 00:17:06,197
but the PI can review that information.

331
00:17:07,440 --> 00:17:10,740
In terms of accuracy, the
other piece that was updated

332
00:17:10,740 --> 00:17:14,550
is that all necessary payroll
adjustments must be made

333
00:17:14,550 --> 00:17:16,230
such that the final amount

334
00:17:16,230 --> 00:17:18,360
charged to the sponsored
agreement is accurate,

335
00:17:18,360 --> 00:17:20,373
allowable, and properly allocated.

336
00:17:21,990 --> 00:17:24,810
But the federal government does understand

337
00:17:24,810 --> 00:17:28,770
that there is going to be fluctuations.

338
00:17:28,770 --> 00:17:32,400
They're not expecting us
to go in every payroll

339
00:17:32,400 --> 00:17:34,380
and update each payroll.

340
00:17:34,380 --> 00:17:37,260
So if, for instance,

341
00:17:37,260 --> 00:17:39,670
for the quarter that
you're looking back at

342
00:17:40,680 --> 00:17:45,120
the plan was to charge 10% to the grant

343
00:17:45,120 --> 00:17:46,470
and to work 10%,

344
00:17:46,470 --> 00:17:48,570
and when you have your
quarterly verification

345
00:17:48,570 --> 00:17:51,367
and you talk to your faculty and they say,

346
00:17:51,367 --> 00:17:54,930
"Yeah, you know, one
month I did 8% on average,

347
00:17:54,930 --> 00:17:57,540
the next month 10, the next month 12,"

348
00:17:57,540 --> 00:18:02,100
over that three-month period,
it still averages out to 10%,

349
00:18:02,100 --> 00:18:03,720
and so you can leave that quarter.

350
00:18:03,720 --> 00:18:07,233
You're still accurately
charging the sponsor,

351
00:18:08,370 --> 00:18:10,200
so that final amount is still the same,

352
00:18:10,200 --> 00:18:12,810
whether you do one month
at 8, one month at 10,

353
00:18:12,810 --> 00:18:16,110
and one month at 12,
or three months at 10%,

354
00:18:16,110 --> 00:18:20,973
as long as there's no major,
no changes in the salary,

355
00:18:22,543 --> 00:18:27,510
the IBS, the institutional base
salary, during that period.

356
00:18:27,510 --> 00:18:29,280
And this is the language in the policy

357
00:18:29,280 --> 00:18:30,570
that allows us to do that.

358
00:18:30,570 --> 00:18:32,730
So, "The university's level of precision

359
00:18:32,730 --> 00:18:35,940
of an employee's effort on
each sponsored agreement

360
00:18:35,940 --> 00:18:40,710
or activity shall be within 5%
of an employee's total effort

361
00:18:40,710 --> 00:18:43,410
on the activities included in the IBS."

362
00:18:43,410 --> 00:18:46,440
So this was the example
I just walked through,

363
00:18:46,440 --> 00:18:50,790
that you charged 10 but you
fluctuate between 8 and 12.

364
00:18:50,790 --> 00:18:52,597
But it would be different if they said,

365
00:18:52,597 --> 00:18:54,480
"All right, I didn't work one month,

366
00:18:54,480 --> 00:18:58,260
I worked 10 the other, and I
worked 20 the third month."

367
00:18:58,260 --> 00:19:00,150
That still averages to 10 over the three,

368
00:19:00,150 --> 00:19:02,910
but you're beyond that 5% threshold,

369
00:19:02,910 --> 00:19:05,700
and so that would require you to go in

370
00:19:05,700 --> 00:19:07,830
and make a salary distribution change,

371
00:19:07,830 --> 00:19:09,780
because you're exceeding that threshold

372
00:19:09,780 --> 00:19:11,943
and need to go in and make that change.

373
00:19:15,600 --> 00:19:19,980
Okay, just wanna see if,

374
00:19:19,980 --> 00:19:21,876
so just, it looks like I had question.

375
00:19:21,876 --> 00:19:25,203
Is that addressed or should
I jump into that at all?

376
00:19:26,790 --> 00:19:28,290
[Josh] You can add more if you want,

377
00:19:28,290 --> 00:19:30,507
but it's basically about
summer pay and IBS,

378
00:19:30,507 --> 00:19:33,570
and we touched on this a bit

379
00:19:33,570 --> 00:19:37,173
in our Part 1 training as well,

380
00:19:38,700 --> 00:19:41,250
but yeah, Alyssa, if you
still have questions,

381
00:19:41,250 --> 00:19:43,083
feel free to ask, but.

382
00:19:44,010 --> 00:19:45,540
[Dawn] Yeah, so it becomes part

383
00:19:45,540 --> 00:19:48,600
of their total pay for the year,

384
00:19:48,600 --> 00:19:51,300
and what they can get paid in the summer

385
00:19:51,300 --> 00:19:53,670
is based on their contract period,

386
00:19:53,670 --> 00:19:57,000
but it does become
ultimately kind of part of,

387
00:19:57,000 --> 00:20:01,200
for effort purposes, it
becomes part of the IBS,

388
00:20:01,200 --> 00:20:04,170
and even the effort policy does state

389
00:20:04,170 --> 00:20:06,673
that our use of IBS

390
00:20:07,800 --> 00:20:10,800
may differ from other uses

391
00:20:10,800 --> 00:20:12,690
across the university in terms of,

392
00:20:12,690 --> 00:20:16,680
you know, strictly looking
at how it may be worded

393
00:20:16,680 --> 00:20:18,930
in a faculty contract, for instance.

394
00:20:18,930 --> 00:20:23,850
But it has to use the contract rate

395
00:20:23,850 --> 00:20:27,030
from the nine-month academic period

396
00:20:27,030 --> 00:20:30,840
to pay out for the
three-month summer months,

397
00:20:30,840 --> 00:20:34,233
and it does become part of
the IBS that gets certified.

398
00:20:38,400 --> 00:20:39,250
Did that advance?

399
00:20:43,816 --> 00:20:46,650
Oh, this is language directly
from Uniform Guidance

400
00:20:46,650 --> 00:20:49,470
and it's kind of along the lines
of what I was saying before

401
00:20:49,470 --> 00:20:51,690
and I'm just gonna read it
word for word, unfortunately.

402
00:20:51,690 --> 00:20:54,210
So, "It's recognized
that teaching, research,

403
00:20:54,210 --> 00:20:55,470
service, and administration

404
00:20:55,470 --> 00:21:00,390
are often inextricably intermingled
in the academic setting.

405
00:21:00,390 --> 00:21:04,230
When recording salaries and
wages charged to Federal awards

406
00:21:04,230 --> 00:21:06,300
for institutions of higher education,

407
00:21:06,300 --> 00:21:09,540
a precise assessment of factors
that contribute to costs

408
00:21:09,540 --> 00:21:14,280
is therefore not always
feasible, nor is it expected."

409
00:21:14,280 --> 00:21:15,750
And so that's basically saying

410
00:21:15,750 --> 00:21:17,580
the federal government understands

411
00:21:17,580 --> 00:21:19,560
that we're not doing time sheets,

412
00:21:19,560 --> 00:21:22,440
we're not tracking hour by hour,

413
00:21:22,440 --> 00:21:24,720
and so they understand

414
00:21:24,720 --> 00:21:26,460
that you're gonna have those fluctuations.

415
00:21:26,460 --> 00:21:29,010
So in that last example, I'll go back,

416
00:21:29,010 --> 00:21:30,480
they understand that, you know,

417
00:21:30,480 --> 00:21:32,760
this is gonna change over time.

418
00:21:32,760 --> 00:21:37,470
We're not expected to
make changes each payroll

419
00:21:37,470 --> 00:21:39,693
and that, you know,

420
00:21:41,550 --> 00:21:44,970
we're getting as precise as feasible.

421
00:21:44,970 --> 00:21:47,640
You know, it is difficult.

422
00:21:47,640 --> 00:21:49,623
We understand that and they do as well.

423
00:21:51,180 --> 00:21:53,257
And because of that they go on to say,

424
00:21:53,257 --> 00:21:56,910
"Significant changes in the
corresponding work activity,"

425
00:21:56,910 --> 00:21:59,283
as defined by our institution,

426
00:22:00,127 --> 00:22:02,580
"are identified and
entered into the records

427
00:22:02,580 --> 00:22:03,413
in a timely manner."

428
00:22:03,413 --> 00:22:05,977
So our definition, so,

429
00:22:05,977 --> 00:22:09,900
"defined by the non-Federal
entity's written policy," is 5%.

430
00:22:09,900 --> 00:22:14,730
If you're within 5% and
there's that fluctuation,

431
00:22:14,730 --> 00:22:16,890
you're okay, you don't
have to make that entry,

432
00:22:16,890 --> 00:22:21,120
but if you exceed that 5% and
you say you do 0% one month,

433
00:22:21,120 --> 00:22:23,040
10% the next, and 20%,

434
00:22:23,040 --> 00:22:25,950
yeah, it still averages
out to 10 for the quarter,

435
00:22:25,950 --> 00:22:27,480
but you've exceeded that threshold

436
00:22:27,480 --> 00:22:30,030
and so you do need to make an entry

437
00:22:30,030 --> 00:22:33,360
into the payroll distribution process

438
00:22:33,360 --> 00:22:35,403
to get that changed in a timely manner.

439
00:22:38,070 --> 00:22:43,070
The Feds consider the short term as,

440
00:22:43,260 --> 00:22:46,270
you know, one to two-month fluctuations

441
00:22:47,190 --> 00:22:48,690
and need not be considered,

442
00:22:48,690 --> 00:22:53,690
so we're abiding by
that with our policies.

443
00:22:57,570 --> 00:23:02,190
I just want to touch
quickly on the 1% minimum

444
00:23:02,190 --> 00:23:04,290
for principal investigators.

445
00:23:04,290 --> 00:23:06,030
It's not for all key personnel.

446
00:23:06,030 --> 00:23:09,690
It really is specifically
for principal investigators

447
00:23:09,690 --> 00:23:14,690
to ensure that they are not
overcharging other awards

448
00:23:14,850 --> 00:23:18,270
and that, at a minimum, they
are allocating some effort

449
00:23:18,270 --> 00:23:20,070
to each sponsored project

450
00:23:20,070 --> 00:23:23,250
and that ideally it's not cost share

451
00:23:23,250 --> 00:23:26,040
and that the sponsors are
paying their fair share

452
00:23:26,040 --> 00:23:28,020
of the effort that is required

453
00:23:28,020 --> 00:23:32,253
to get that scope of work done.

454
00:23:34,020 --> 00:23:36,090
And I did wanna point out that, yeah,

455
00:23:36,090 --> 00:23:40,203
we did change this maybe
two years ago at this point,

456
00:23:41,222 --> 00:23:43,410
(chuckles) or maybe longer,
kinda lost track of time,

457
00:23:43,410 --> 00:23:47,070
to clarify that the average,

458
00:23:47,070 --> 00:23:50,730
it must average no less
than 1% per budget period.

459
00:23:50,730 --> 00:23:54,750
And that is hopefully able to clarify,

460
00:23:54,750 --> 00:23:56,160
so, like, if you're not,

461
00:23:56,160 --> 00:23:59,583
if you only have a three-month award,

462
00:24:00,450 --> 00:24:03,990
then it only needs to be
1% for those three months.

463
00:24:03,990 --> 00:24:08,990
It doesn't need to be 3%
of your total annual salary

464
00:24:09,330 --> 00:24:11,130
pushed into those three months.

465
00:24:11,130 --> 00:24:13,110
It's looking at that budget period.

466
00:24:13,110 --> 00:24:15,660
Conversely, if you have
a 12-month budget period

467
00:24:15,660 --> 00:24:18,960
and you're only doing
1% for the three months,

468
00:24:18,960 --> 00:24:22,440
that's not meeting that minimum,

469
00:24:22,440 --> 00:24:25,560
because it's not averaged
over the budget period,

470
00:24:25,560 --> 00:24:27,910
so you're falling below that 1%.

471
00:24:32,854 --> 00:24:35,104
More from Uniform Guidance.

472
00:24:36,150 --> 00:24:40,950
So the times you need to
get sponsor prior approval

473
00:24:40,950 --> 00:24:43,170
are gonna be for changes in key personnel

474
00:24:43,170 --> 00:24:47,583
specified in the award
document on the Federal award,

475
00:24:50,160 --> 00:24:52,320
and really looking at any award, too,

476
00:24:52,320 --> 00:24:55,053
for terms and conditions,
even if it's non-Federal.

477
00:24:56,250 --> 00:24:58,650
And then disengagements from the project

478
00:24:58,650 --> 00:25:00,240
for more than three months,

479
00:25:00,240 --> 00:25:04,320
or a 25% or greater reduction

480
00:25:04,320 --> 00:25:06,810
in time devoted to the
project by key personnel.

481
00:25:06,810 --> 00:25:09,570
So those are the two things
that need prior approval

482
00:25:09,570 --> 00:25:11,070
from the sponsor.

483
00:25:11,070 --> 00:25:15,030
And I do put down here
a change in the scope

484
00:25:15,030 --> 00:25:17,880
of the objective of
the project or program.

485
00:25:17,880 --> 00:25:20,940
And yes, it's not effort-related,

486
00:25:20,940 --> 00:25:22,080
but it's a good mention here,

487
00:25:22,080 --> 00:25:25,410
because when you're
working with your faculty,

488
00:25:25,410 --> 00:25:27,123
they let you know that, all right,

489
00:25:28,140 --> 00:25:30,120
the PI or the co-PI

490
00:25:30,120 --> 00:25:33,750
will be disengaged from
the project for six months,

491
00:25:33,750 --> 00:25:36,750
or the PI needs to change

492
00:25:36,750 --> 00:25:39,300
'cause the original PI is
leaving the institution

493
00:25:39,300 --> 00:25:41,310
and not taking the award with them.

494
00:25:41,310 --> 00:25:43,710
You wanna lead into that conversation of,

495
00:25:43,710 --> 00:25:45,210
well, does that mean

496
00:25:45,210 --> 00:25:47,310
that there's gonna be a change in scope,

497
00:25:47,310 --> 00:25:50,010
and trigger that conversation with them,

498
00:25:50,010 --> 00:25:51,720
'cause they may not think to ask that

499
00:25:51,720 --> 00:25:53,580
or think to get sponsor approval on that.

500
00:25:53,580 --> 00:25:56,913
So it's just a note to
think about that as well.

501
00:26:00,627 --> 00:26:03,600
And the reason we're kinda all
meeting today to go over this

502
00:26:03,600 --> 00:26:05,400
is 'cause we don't wanna find ourself

503
00:26:05,400 --> 00:26:06,390
on a list like this.

504
00:26:06,390 --> 00:26:09,990
So there's a lot of really steep fines

505
00:26:09,990 --> 00:26:12,750
that institutions have found
themselves dealing with

506
00:26:12,750 --> 00:26:16,140
in response to really
lack of internal controls

507
00:26:16,140 --> 00:26:18,480
around effort compliance,

508
00:26:18,480 --> 00:26:23,160
and we've luckily (chuckles)

509
00:26:23,160 --> 00:26:24,870
have had good audits with it

510
00:26:24,870 --> 00:26:27,979
and so we're gonna continue
to keep on keeping on

511
00:26:27,979 --> 00:26:29,550
(chuckles) with what we have

512
00:26:29,550 --> 00:26:34,383
in our policies and our procedures.

513
00:26:35,340 --> 00:26:36,330
[Josh] Hey, Dawn, do you mind

514
00:26:36,330 --> 00:26:37,860
if I jump in for a second?

515
00:26:37,860 --> 00:26:39,150
[Dawn] Absolutely.

516
00:26:39,150 --> 00:26:40,680
[Josh] So Rhonda has a question

517
00:26:40,680 --> 00:26:45,240
about the sort of 5% accuracy

518
00:26:45,240 --> 00:26:50,240
as it relates to a sub-project

519
00:26:50,310 --> 00:26:53,730
on like a larger
Federal-sponsored project,

520
00:26:53,730 --> 00:26:56,250
something like a Northeast Air award.

521
00:26:56,250 --> 00:26:58,110
My assumption would be that, like, yes,

522
00:26:58,110 --> 00:27:02,640
we would ask for the same
level of accuracy there,

523
00:27:02,640 --> 00:27:05,820
even though we're not,

524
00:27:05,820 --> 00:27:07,450
we don't have the same

525
00:27:09,240 --> 00:27:12,660
prior approval responsibilities
for something like that.

526
00:27:12,660 --> 00:27:13,683
Can you comment?

527
00:27:14,520 --> 00:27:16,110
[Dawn] Yeah, so I'm not sure

528
00:27:16,110 --> 00:27:18,423
I'm gonna get to read all this real quick,

529
00:27:20,100 --> 00:27:21,630
but in terms of, like,

530
00:27:21,630 --> 00:27:23,220
I know there's a conversation right now

531
00:27:23,220 --> 00:27:25,920
about stuff that isn't
charged to the award.

532
00:27:25,920 --> 00:27:30,920
So this doesn't necessarily mean

533
00:27:30,930 --> 00:27:34,500
voluntary uncommitted cost share,

534
00:27:34,500 --> 00:27:38,070
it doesn't say it's required
to be charged to the award,

535
00:27:38,070 --> 00:27:39,570
either as direct or cost share.

536
00:27:39,570 --> 00:27:42,166
So I think, I'm wondering
if it's related to that,

537
00:27:42,166 --> 00:27:43,767
-because as a university-
-[Josh] No,

538
00:27:43,767 --> 00:27:47,223
this is more like if there's,
like, when, you know,

539
00:27:47,223 --> 00:27:49,620
like a capacity grant sub-project

540
00:27:49,620 --> 00:27:52,140
or like a Northeast Air sub-project

541
00:27:52,140 --> 00:27:55,080
where we have like a competitive award

542
00:27:55,080 --> 00:27:57,153
that we've set up internal to UVM,

543
00:27:58,650 --> 00:28:01,630
where there's a project director

544
00:28:02,640 --> 00:28:03,990
that runs a research project

545
00:28:03,990 --> 00:28:05,890
that also has to certify their effort.

546
00:28:07,500 --> 00:28:09,180
My assumption would be that, yes,

547
00:28:09,180 --> 00:28:12,660
we still request the
same level of accuracy

548
00:28:12,660 --> 00:28:16,150
as we would if they were the PI

549
00:28:18,750 --> 00:28:21,330
on a standalone sponsored project.

550
00:28:21,330 --> 00:28:24,090
[Dawn] Yeah, I mean, if it's being charged

551
00:28:24,090 --> 00:28:27,450
to a sponsored project,

552
00:28:27,450 --> 00:28:30,720
regardless of the mechanism,
it needs to be accurate

553
00:28:30,720 --> 00:28:32,820
and there is that 5%

554
00:28:32,820 --> 00:28:37,820
kind of threshold that's...

555
00:28:39,810 --> 00:28:42,660
But going back to that,
you're still making sure

556
00:28:42,660 --> 00:28:45,990
what is charged overall is accurate,

557
00:28:45,990 --> 00:28:48,660
but it's the swing between the months,

558
00:28:48,660 --> 00:28:50,580
or even within a month,

559
00:28:50,580 --> 00:28:54,656
that you don't necessarily need to make,

560
00:28:54,656 --> 00:28:57,000
like, the salary distribution change

561
00:28:57,000 --> 00:29:00,870
to correct the individual months.

562
00:29:00,870 --> 00:29:04,530
Either way, it needs to
be the accurate total

563
00:29:04,530 --> 00:29:06,600
that gets charged.

564
00:29:06,600 --> 00:29:11,287
So anything beyond a 5% swing

565
00:29:12,270 --> 00:29:15,240
needs to be updated and corrected

566
00:29:15,240 --> 00:29:17,400
with a salary distribution change

567
00:29:17,400 --> 00:29:21,633
or wage transfer, if it's bi-weekly.

568
00:29:23,550 --> 00:29:26,490
I mean, actually I'm gonna take that back.

569
00:29:26,490 --> 00:29:28,230
That's actual effort worked,

570
00:29:28,230 --> 00:29:31,020
so it needs to be charged
where it was worked,

571
00:29:31,020 --> 00:29:32,610
so it's not a distribution change.

572
00:29:32,610 --> 00:29:36,153
So yeah, just semi-monthly at this time.

573
00:29:37,350 --> 00:29:39,930
And Rhonda, if that doesn't
answer your question,

574
00:29:39,930 --> 00:29:42,420
I know I'm gonna be
meeting with your group

575
00:29:42,420 --> 00:29:46,410
for some stuff on SARE in a couple weeks,

576
00:29:46,410 --> 00:29:49,350
so that might be something we
can talk about further, too,

577
00:29:49,350 --> 00:29:51,243
if I'm not understanding correctly.

578
00:29:54,257 --> 00:29:56,790
(indistinct) just in
terms of audits at UVM,

579
00:29:56,790 --> 00:30:00,090
we have internal audits
and investigations.

580
00:30:00,090 --> 00:30:03,270
We have the Uniform Guidance single audit,

581
00:30:03,270 --> 00:30:06,960
and that, right now, our auditor is KPMG.

582
00:30:06,960 --> 00:30:10,200
We also do get an Office of
the Inspector General audits

583
00:30:10,200 --> 00:30:12,060
and then agency-specific audits.

584
00:30:12,060 --> 00:30:14,430
So there's a lot of audits
(chuckles) going on out there,

585
00:30:14,430 --> 00:30:17,280
and so our internal controls

586
00:30:17,280 --> 00:30:19,023
have so far been sufficient.

587
00:30:22,140 --> 00:30:22,973
Moving.

588
00:30:26,370 --> 00:30:28,170
So effort planning can really inform

589
00:30:28,170 --> 00:30:30,210
a lot of different things,

590
00:30:30,210 --> 00:30:33,060
so we're talking really about
reviewing committed effort.

591
00:30:34,200 --> 00:30:37,050
I believe you guys just went
through fiscal year budgeting

592
00:30:37,050 --> 00:30:39,150
for next year in Axiom,

593
00:30:39,150 --> 00:30:41,490
so you can use the information

594
00:30:41,490 --> 00:30:46,050
from your effort planning to help get

595
00:30:46,050 --> 00:30:48,780
basically your salary
distribution set up for next year

596
00:30:48,780 --> 00:30:50,850
by what you load in Axiom,

597
00:30:50,850 --> 00:30:53,910
can inform your faculty workload planning.

598
00:30:53,910 --> 00:30:57,390
Again, we have our quarterly
monitoring that we're doing

599
00:30:57,390 --> 00:31:00,780
and, like, effort
confirmation commitments,

600
00:31:00,780 --> 00:31:03,210
and even when they're
submitting proposals,

601
00:31:03,210 --> 00:31:05,430
they can look to see, "Well,
am I already over-committed

602
00:31:05,430 --> 00:31:08,190
and what adjustments am I gonna need to do

603
00:31:08,190 --> 00:31:09,687
if I were to get this award?"

604
00:31:11,880 --> 00:31:13,200
All right, so now for the, like,

605
00:31:13,200 --> 00:31:14,820
how to use the tools in the system.

606
00:31:14,820 --> 00:31:18,330
So for the PeopleSoft tools,

607
00:31:18,330 --> 00:31:22,170
you're gonna need to be
in the Employee homepage.

608
00:31:22,170 --> 00:31:24,420
I think most of you
probably default to that.

609
00:31:24,420 --> 00:31:26,220
I'm not sure, maybe SPA gets,

610
00:31:26,220 --> 00:31:28,893
actually, SPA is probably
Central, so you'd,

611
00:31:30,810 --> 00:31:32,430
and I'll walk through this too,

612
00:31:32,430 --> 00:31:34,200
but so if you're on the Employee homepage,

613
00:31:34,200 --> 00:31:37,110
you click the PI Portal tile.

614
00:31:37,110 --> 00:31:39,750
Oops, sorry. (chuckles)

615
00:31:39,750 --> 00:31:44,250
You'd select the Sponsored
Effort Commitments menu option

616
00:31:44,250 --> 00:31:45,083
on the left.

617
00:31:45,083 --> 00:31:46,410
So the first option on the left

618
00:31:46,410 --> 00:31:48,900
is your traditional PI Portal information

619
00:31:48,900 --> 00:31:50,390
and this second one down

620
00:31:50,390 --> 00:31:52,410
is the Sponsored Effort Commitments.

621
00:31:52,410 --> 00:31:55,140
This is where you're
gonna get the information

622
00:31:55,140 --> 00:31:58,170
to review the individual faculty members'

623
00:31:58,170 --> 00:32:00,663
commitments and distributions.

624
00:32:02,820 --> 00:32:05,490
When you click on that menu option,

625
00:32:05,490 --> 00:32:07,110
these search boxes will appear.

626
00:32:07,110 --> 00:32:08,370
You can search for everything,

627
00:32:08,370 --> 00:32:10,530
for a particular department,

628
00:32:10,530 --> 00:32:14,970
or you can search for the
particular employee's name.

629
00:32:14,970 --> 00:32:16,050
I think it's helpful

630
00:32:16,050 --> 00:32:20,940
to really be adamant
about putting in comments

631
00:32:20,940 --> 00:32:25,230
into your faculty's

632
00:32:25,230 --> 00:32:26,550
effort commitment forms,

633
00:32:26,550 --> 00:32:29,430
and then, if you just
search by department,

634
00:32:29,430 --> 00:32:32,130
you can sort by last comment date

635
00:32:32,130 --> 00:32:34,500
and that way you can,
it'll help organize you of,

636
00:32:34,500 --> 00:32:38,700
well, who have I not
met with this quarter,

637
00:32:38,700 --> 00:32:41,640
based on your comment date,

638
00:32:41,640 --> 00:32:43,410
and who do I need to meet with next?

639
00:32:43,410 --> 00:32:47,763
So that's just a process
that I would suggest.

640
00:32:49,260 --> 00:32:51,210
All right, now, getting into,

641
00:32:51,210 --> 00:32:52,737
once you search for an individual

642
00:32:52,737 --> 00:32:55,410
and you open up somebody's form,

643
00:32:55,410 --> 00:32:57,150
this is what will open up.

644
00:32:57,150 --> 00:32:59,890
So it's gonna default to
the current fiscal year

645
00:33:01,170 --> 00:33:04,830
and you can click Show All Years,

646
00:33:04,830 --> 00:33:06,720
or, if you wanna look at last year

647
00:33:06,720 --> 00:33:09,930
or you wanna just look at
what's coming up for 2014,

648
00:33:09,930 --> 00:33:12,243
excuse me, (chuckles) 2024,

649
00:33:13,650 --> 00:33:15,873
those are your features there.

650
00:33:16,950 --> 00:33:18,210
And actually, I skipped over this.

651
00:33:18,210 --> 00:33:20,640
So there's two tabs
when you come into this,

652
00:33:20,640 --> 00:33:23,820
for the individual commitments by person.

653
00:33:23,820 --> 00:33:26,280
And so you wanna look at their commitments

654
00:33:26,280 --> 00:33:28,050
and then you can also
toggle back and forth

655
00:33:28,050 --> 00:33:28,920
to the distribution,

656
00:33:28,920 --> 00:33:30,570
so I'll get to that tab in a bit.

657
00:33:31,590 --> 00:33:34,383
But looking at the commitment by person,

658
00:33:36,000 --> 00:33:38,880
if there's already a pending
distribution in process,

659
00:33:38,880 --> 00:33:42,030
there's a note here that shows you

660
00:33:42,030 --> 00:33:45,036
that there are outstanding
distribution change requests

661
00:33:45,036 --> 00:33:47,700
for this person, which
is just nice to know

662
00:33:47,700 --> 00:33:48,870
right off the bat when you're in here,

663
00:33:48,870 --> 00:33:51,270
like, "All right, well, I know
another project got set up,

664
00:33:51,270 --> 00:33:53,220
I can't do that distribution change

665
00:33:53,220 --> 00:33:55,710
until this one's either processed,"

666
00:33:55,710 --> 00:33:58,830
or, if it's a day after the payroll,

667
00:33:58,830 --> 00:34:01,470
maybe to ask Katrina to send it back

668
00:34:01,470 --> 00:34:04,023
so you can make this change
as well, for instance.

669
00:34:05,940 --> 00:34:10,710
You'll see it has the UVM award number.

670
00:34:10,710 --> 00:34:13,170
So this is the UVMClick award number

671
00:34:13,170 --> 00:34:14,940
and our project number,

672
00:34:14,940 --> 00:34:18,000
the project description
set up in PeopleSoft.

673
00:34:18,000 --> 00:34:18,870
This button will bring you

674
00:34:18,870 --> 00:34:21,750
right into the PI Portal for that.

675
00:34:21,750 --> 00:34:24,300
We'll get to that in a bit.

676
00:34:24,300 --> 00:34:26,910
It will give you the employee class.

677
00:34:26,910 --> 00:34:30,840
In this case, this example
was a 12-month faculty.

678
00:34:30,840 --> 00:34:33,607
And so generally you're gonna
see 12-month or nine-month.

679
00:34:33,607 --> 00:34:37,050
There are a couple other
non-12-month options out there,

680
00:34:37,050 --> 00:34:39,510
but those are the two main ones.

681
00:34:39,510 --> 00:34:42,930
And this will drive where your
commitments are set up under,

682
00:34:42,930 --> 00:34:44,613
when we get to the next screen,

683
00:34:45,540 --> 00:34:48,153
just 'cause it could not
fit in one screen here.

684
00:34:49,560 --> 00:34:51,060
You have the project role,

685
00:34:51,060 --> 00:34:52,560
which will dictate whether the person

686
00:34:52,560 --> 00:34:54,930
is key personnel or not.

687
00:34:54,930 --> 00:34:58,110
So here I have highlighted the three roles

688
00:34:58,110 --> 00:34:59,880
that are considered key personnel.

689
00:34:59,880 --> 00:35:01,890
So the principal investigator,

690
00:35:01,890 --> 00:35:05,277
a named personnel, and co-PI.

691
00:35:05,277 --> 00:35:07,740
And so the named personnel
is not a PI, not a co-PI,

692
00:35:07,740 --> 00:35:09,990
but they are named in the
Notice of Grant Award,

693
00:35:09,990 --> 00:35:13,560
and so if there's any changes
to that person's effort

694
00:35:13,560 --> 00:35:17,850
beyond the 25% threshold
or the disengagement piece,

695
00:35:17,850 --> 00:35:21,210
they would require sponsor prior approval.

696
00:35:21,210 --> 00:35:24,240
And then faculty is the non-key,

697
00:35:24,240 --> 00:35:28,260
and you'll have the No, the
N for no for key personnel.

698
00:35:28,260 --> 00:35:30,420
It'll tell you the awarded department.

699
00:35:30,420 --> 00:35:32,790
So this is just helpful.

700
00:35:32,790 --> 00:35:36,060
So if there needs to be communication

701
00:35:36,060 --> 00:35:38,760
with the department administrator

702
00:35:38,760 --> 00:35:41,700
of the home department of
the award, like, you know,

703
00:35:41,700 --> 00:35:46,700
has the no-cost extension been processed?

704
00:35:47,130 --> 00:35:48,780
I mean, you should be
able to see it here too,

705
00:35:48,780 --> 00:35:51,630
but it's just good to
have that right up front,

706
00:35:51,630 --> 00:35:54,960
of where the department is housed

707
00:35:54,960 --> 00:35:57,460
or where the award is
housed, in which department.

708
00:35:59,220 --> 00:36:02,100
And so this is,

709
00:36:02,100 --> 00:36:04,320
if you had continued to scroll right,

710
00:36:04,320 --> 00:36:06,660
it would give you the project status.

711
00:36:06,660 --> 00:36:09,660
And then these dates here
are the commitment dates.

712
00:36:09,660 --> 00:36:11,310
And so the Effort Reporting System

713
00:36:11,310 --> 00:36:13,530
we used to use in the past

714
00:36:13,530 --> 00:36:16,620
used a lot of logic behind the scenes

715
00:36:16,620 --> 00:36:20,280
that needed to have the
award commitments broken out

716
00:36:20,280 --> 00:36:21,600
by budget period,

717
00:36:21,600 --> 00:36:23,460
and so that's gonna phase out

718
00:36:23,460 --> 00:36:26,370
and slowly you'll start to
see maybe something set up

719
00:36:26,370 --> 00:36:27,570
for a five-year period,

720
00:36:27,570 --> 00:36:31,170
and so you'll have less rows
of data as we move forward

721
00:36:31,170 --> 00:36:32,580
over the next couple of years,

722
00:36:32,580 --> 00:36:34,890
but you'll still see some
legacy information here

723
00:36:34,890 --> 00:36:37,383
that was broken out by budget period.

724
00:36:38,460 --> 00:36:39,960
And I will note that these

725
00:36:39,960 --> 00:36:44,280
are set up in percentages,
not person months.

726
00:36:44,280 --> 00:36:46,590
So going back to last training,

727
00:36:46,590 --> 00:36:49,620
we really focused on kind
of driving on the point

728
00:36:49,620 --> 00:36:54,330
of putting your proposals
in with person months,

729
00:36:54,330 --> 00:36:56,913
because that provides
a bit more flexibility,

730
00:37:00,470 --> 00:37:02,930
but in PeopleSoft, we work in percentages.

731
00:37:04,050 --> 00:37:05,550
You know, the salary distributions

732
00:37:05,550 --> 00:37:07,020
need to go in as percentages,

733
00:37:07,020 --> 00:37:11,520
so that is converted when it's set up.

734
00:37:11,520 --> 00:37:14,280
So really, if you go in
here and you see anything

735
00:37:14,280 --> 00:37:17,100
that's set up that doesn't look correct,

736
00:37:17,100 --> 00:37:19,290
that's when you would want to reach out

737
00:37:19,290 --> 00:37:22,987
to spa@uvm.edu to say,

738
00:37:22,987 --> 00:37:24,210
"This isn't set up correctly,"

739
00:37:24,210 --> 00:37:25,770
and get it just done right away

740
00:37:25,770 --> 00:37:30,393
and use this going forward
once it's corrected.

741
00:37:32,220 --> 00:37:36,870
And so I talked earlier

742
00:37:36,870 --> 00:37:38,100
about the 12-month

743
00:37:38,100 --> 00:37:40,740
and then the non-12-month
appointment types.

744
00:37:40,740 --> 00:37:44,100
So 12-month is gonna show
up in Calendar column

745
00:37:44,100 --> 00:37:45,690
and Calendar Cost Share.

746
00:37:45,690 --> 00:37:49,230
The Calendar Cost Share is
going to be your true cost share

747
00:37:49,230 --> 00:37:52,110
as well as any salary cap,

748
00:37:52,110 --> 00:37:53,660
so that would be combined here.

749
00:37:54,780 --> 00:37:57,210
And then your non-12-month appointments,

750
00:37:57,210 --> 00:37:59,490
mainly your nine, some 10,

751
00:37:59,490 --> 00:38:03,390
are gonna be in the Academic
and Academic Cost Share,

752
00:38:03,390 --> 00:38:05,760
or, if they have specifically
a summer commitment,

753
00:38:05,760 --> 00:38:08,340
it would show up in the columns here.

754
00:38:08,340 --> 00:38:09,510
There is a bit more information.

755
00:38:09,510 --> 00:38:10,470
I didn't put it in here.

756
00:38:10,470 --> 00:38:14,380
I think, like, the long
sponsor's title is there

757
00:38:17,640 --> 00:38:18,960
and maybe something else as well,

758
00:38:18,960 --> 00:38:22,140
but for the purposes of this,
that was getting too long,

759
00:38:22,140 --> 00:38:24,663
so we kept it there.

760
00:38:27,450 --> 00:38:29,010
And again, the data is available

761
00:38:29,010 --> 00:38:30,753
the day after the award is set up.

762
00:38:32,070 --> 00:38:33,570
And so this is just recapping

763
00:38:33,570 --> 00:38:34,830
kind of what I've just showed you.

764
00:38:34,830 --> 00:38:38,160
So the header of the page
is going to have the name

765
00:38:38,160 --> 00:38:39,630
and then the employee ID,

766
00:38:39,630 --> 00:38:43,140
options to change the fiscal
year or show all years,

767
00:38:43,140 --> 00:38:45,330
alert if there's a pending
distribution change

768
00:38:45,330 --> 00:38:47,550
in process for that individual,

769
00:38:47,550 --> 00:38:51,600
and a button to access the
commitment page should, oh,

770
00:38:51,600 --> 00:38:52,467
I didn't show you that, so,

771
00:38:52,467 --> 00:38:55,530
but this is why I have
this page. (chuckles)

772
00:38:55,530 --> 00:39:00,530
So up here, this is what I really find

773
00:39:00,840 --> 00:39:03,780
to be kind of critical going forward

774
00:39:03,780 --> 00:39:05,130
and it's gonna be a big push,

775
00:39:05,130 --> 00:39:08,220
'cause auditors are asking for,

776
00:39:08,220 --> 00:39:10,890
external auditors are
asking for information

777
00:39:10,890 --> 00:39:15,540
on quarterly verification documentation,

778
00:39:15,540 --> 00:39:18,810
and so we'd have to go
back to the department

779
00:39:18,810 --> 00:39:20,883
and collect that from you.

780
00:39:21,930 --> 00:39:24,843
And also, you have
department administration,

781
00:39:25,770 --> 00:39:27,420
department administrators changing,

782
00:39:27,420 --> 00:39:29,850
whether it's just a
reorganization in the unit

783
00:39:29,850 --> 00:39:33,180
or somebody moving from one department

784
00:39:33,180 --> 00:39:34,290
or college to another,

785
00:39:34,290 --> 00:39:35,880
or somebody leaving the university,

786
00:39:35,880 --> 00:39:39,720
or even just somebody going
out on a medical leave.

787
00:39:39,720 --> 00:39:44,720
And so if the quarterly
verification documentation

788
00:39:44,790 --> 00:39:46,623
resides with an individual,

789
00:39:47,550 --> 00:39:51,060
you can't have others
just step in and help

790
00:39:51,060 --> 00:39:53,670
when those quarterly verifications come up

791
00:39:53,670 --> 00:39:55,920
for the faculty the next time,

792
00:39:55,920 --> 00:39:59,610
so I'll go over how to use this feature.

793
00:39:59,610 --> 00:40:01,830
So you just click here,
it opens up a new tab,

794
00:40:01,830 --> 00:40:04,020
and you can enter your comments there.

795
00:40:04,020 --> 00:40:05,910
And so anyone, so, caution,

796
00:40:05,910 --> 00:40:07,833
anyone can see those comments,

797
00:40:08,700 --> 00:40:12,000
but it's really useful so
that anybody in the department

798
00:40:12,000 --> 00:40:14,400
can see those and help
that faculty member out

799
00:40:14,400 --> 00:40:17,010
should somebody else
need to be stepping in

800
00:40:17,010 --> 00:40:18,453
in that role in the future.

801
00:40:20,760 --> 00:40:22,620
And then the commitment data, again,

802
00:40:22,620 --> 00:40:26,340
has the UVM and the
PeopleSoft award number,

803
00:40:26,340 --> 00:40:29,940
project number, and
description, and award title,

804
00:40:29,940 --> 00:40:33,060
has a Go To button, or
Go to Project button.

805
00:40:33,060 --> 00:40:35,340
It gives the employee class,

806
00:40:35,340 --> 00:40:38,100
project role, and if they're key or not,

807
00:40:38,100 --> 00:40:42,180
awarded department, oh,
and yeah, the PI name,

808
00:40:42,180 --> 00:40:43,890
the start/end date of the commitment,

809
00:40:43,890 --> 00:40:46,010
again, not the start and
end date of the award

810
00:40:46,010 --> 00:40:49,410
or the project, the start and
end date of the commitment,

811
00:40:49,410 --> 00:40:51,903
and the commitment percentages.

812
00:40:54,540 --> 00:40:56,830
Again, still looking in

813
00:40:58,260 --> 00:41:02,100
this menu option

814
00:41:02,100 --> 00:41:03,660
for sponsored project commitment,

815
00:41:03,660 --> 00:41:06,570
you can now compare to the
distribution by person,

816
00:41:06,570 --> 00:41:10,620
and this is really feeding
off of the same functionality

817
00:41:10,620 --> 00:41:12,750
that's already in the PI Portal,

818
00:41:12,750 --> 00:41:15,480
to just show you a summarized version

819
00:41:15,480 --> 00:41:18,060
of the salary distribution,

820
00:41:18,060 --> 00:41:20,430
but this way you can just
toggle back and forth

821
00:41:20,430 --> 00:41:23,100
to be able to see or compare

822
00:41:23,100 --> 00:41:28,100
what they're distributed as
or at for a particular project

823
00:41:28,680 --> 00:41:32,703
and compare it to the
commitments by person.

824
00:41:34,530 --> 00:41:36,690
Again, it defaults to
the current fiscal year,

825
00:41:36,690 --> 00:41:41,690
but you can change the range
of fiscal years you wanna see.

826
00:41:41,730 --> 00:41:45,540
It does not have additional
pays included on this.

827
00:41:45,540 --> 00:41:47,733
This is strictly just the distribution.

828
00:41:48,720 --> 00:41:51,060
And a note is displayed,

829
00:41:51,060 --> 00:41:54,003
again, if there's an
outstanding distribution.

830
00:41:55,530 --> 00:41:58,860
You do need to click the Get
Payroll Distributions button.

831
00:41:58,860 --> 00:42:01,110
It doesn't default open for some reason,

832
00:42:01,110 --> 00:42:03,900
but that's kind of similar

833
00:42:03,900 --> 00:42:06,960
to how the PI Portal features as well.

834
00:42:06,960 --> 00:42:09,930
And all the columns in that,

835
00:42:09,930 --> 00:42:12,303
you can sort by all the different columns.

836
00:42:13,830 --> 00:42:15,870
You have, so this is
what it would look like.

837
00:42:15,870 --> 00:42:18,300
You'd click the Get
Payroll Distribution button

838
00:42:18,300 --> 00:42:20,133
and you'd have this open up.

839
00:42:21,480 --> 00:42:23,640
So it's gonna give you this
summarized information.

840
00:42:23,640 --> 00:42:26,550
You could click this tab
and get the chartfields.

841
00:42:26,550 --> 00:42:28,890
I don't find that to be
all that useful on its own,

842
00:42:28,890 --> 00:42:31,860
so I generally tend to click this button

843
00:42:31,860 --> 00:42:34,917
to just expand it all if I
wanna see the chartstrings.

844
00:42:34,917 --> 00:42:37,440
And just like anything else in PeopleSoft,

845
00:42:37,440 --> 00:42:41,700
it has the opportunity
to download to Excel.

846
00:42:41,700 --> 00:42:44,370
And same with the
Commitments by Person page.

847
00:42:44,370 --> 00:42:46,470
That did too, I just forgot to mention it.

848
00:42:48,150 --> 00:42:53,150
And both tabs, all of
these are sortable columns.

849
00:42:53,400 --> 00:42:55,740
I tend to really just sort

850
00:42:55,740 --> 00:42:59,340
by Distribution End Date,

851
00:42:59,340 --> 00:43:00,660
and I put the lines here

852
00:43:00,660 --> 00:43:04,830
so you can see this
distribution was everything

853
00:43:04,830 --> 00:43:09,810
for 7/1 to 9/30.

854
00:43:09,810 --> 00:43:13,110
I didn't update an example
for today's presentation.

855
00:43:13,110 --> 00:43:15,210
I apologize, (chuckles) this was from '22,

856
00:43:17,280 --> 00:43:18,787
and so this is...

857
00:43:18,787 --> 00:43:20,970
You guys, if you're doing distributions,

858
00:43:20,970 --> 00:43:22,860
this probably is familiar to you.

859
00:43:22,860 --> 00:43:25,530
If you're not and you need
help with kind of seeing

860
00:43:25,530 --> 00:43:27,120
what this really means,

861
00:43:27,120 --> 00:43:30,090
we can go through that in
more detail at the end,

862
00:43:30,090 --> 00:43:31,380
kinda like the open lab time,

863
00:43:31,380 --> 00:43:33,510
but just giving you
different chunks of time

864
00:43:33,510 --> 00:43:34,830
and how it's allocated.

865
00:43:34,830 --> 00:43:36,030
You can sort by project,

866
00:43:36,030 --> 00:43:38,550
if you wanna just focus
on one project at a time.

867
00:43:38,550 --> 00:43:39,987
That's another option as well.

868
00:43:39,987 --> 00:43:42,330
And it's nice, too, it gives
you the function description,

869
00:43:42,330 --> 00:43:45,180
so you can tell right here
if it's cost share or not

870
00:43:45,180 --> 00:43:46,290
instead of trying to rely

871
00:43:46,290 --> 00:43:51,033
on the actual chartstring function code.

872
00:43:54,090 --> 00:43:56,070
Again, just to recap and make sure

873
00:43:56,070 --> 00:43:57,180
I touched all the points,

874
00:43:57,180 --> 00:44:00,600
so the header on that
page has the name and ID,

875
00:44:00,600 --> 00:44:04,140
options to change the
fiscal year or show all,

876
00:44:04,140 --> 00:44:07,770
again, additional pays
aren't listed there,

877
00:44:07,770 --> 00:44:10,983
and an alert if there's a
pending distribution request.

878
00:44:11,820 --> 00:44:14,370
It'll give you the project
and the description,

879
00:44:14,370 --> 00:44:16,230
oh, and the employee records.

880
00:44:16,230 --> 00:44:17,550
So it does have that here.

881
00:44:17,550 --> 00:44:20,070
So if somebody has multiple records,

882
00:44:20,070 --> 00:44:21,840
you can sort by that as well

883
00:44:21,840 --> 00:44:24,963
so that you can just see that,

884
00:44:26,940 --> 00:44:28,623
each one individually,

885
00:44:29,490 --> 00:44:31,740
and sometimes it might be one is inactive,

886
00:44:31,740 --> 00:44:33,330
and there would be a message here

887
00:44:33,330 --> 00:44:38,330
if that person is no longer
employed in that role.

888
00:44:38,580 --> 00:44:40,563
You'll see that in an example later on.

889
00:44:42,810 --> 00:44:45,960
Okay, the home department,
effective dates, percentage,

890
00:44:45,960 --> 00:44:48,630
functional description.

891
00:44:48,630 --> 00:44:50,520
Oh and then, so looking
at the chartfields,

892
00:44:50,520 --> 00:44:52,440
it's always a good place to just look

893
00:44:52,440 --> 00:44:54,450
to see if you have any department suspense

894
00:44:54,450 --> 00:44:56,160
when you're doing your quarterly reviews

895
00:44:56,160 --> 00:44:57,660
and just see, you know,

896
00:44:57,660 --> 00:45:02,520
all right, why was this
effort put in suspense?

897
00:45:02,520 --> 00:45:05,160
Were we waiting on an award
and was that project set up

898
00:45:05,160 --> 00:45:06,660
and we now need to do a distribution

899
00:45:06,660 --> 00:45:08,190
to move that to the project?

900
00:45:08,190 --> 00:45:09,690
So that's a good conversation to have

901
00:45:09,690 --> 00:45:12,363
by looking at just the chartfield.

902
00:45:18,480 --> 00:45:22,140
Okay, so this was getting
into using that comment box

903
00:45:22,140 --> 00:45:24,540
that I went back and mentioned earlier.

904
00:45:24,540 --> 00:45:28,560
So you wanna document
the scope of your review.

905
00:45:28,560 --> 00:45:32,790
Again, we'll get into looking
at the project as a whole

906
00:45:32,790 --> 00:45:35,340
and looking at all of the
individuals on the award,

907
00:45:35,340 --> 00:45:36,960
and you wanna document that as well,

908
00:45:36,960 --> 00:45:40,113
but again, for purposes
of what this page is,

909
00:45:41,790 --> 00:45:43,440
I'll just leave it there for now.

910
00:45:44,370 --> 00:45:47,400
You wanna list any action
items that have resulted

911
00:45:47,400 --> 00:45:49,020
from your quarterly review.

912
00:45:49,020 --> 00:45:51,480
You know, "We're missing
our grad student on here.

913
00:45:51,480 --> 00:45:53,970
We need to get their distribution updated.

914
00:45:53,970 --> 00:45:54,960
They're in a different department

915
00:45:54,960 --> 00:45:59,370
and I let that department
administrator know

916
00:45:59,370 --> 00:46:03,000
to submit a distribution to
allocate that grad student

917
00:46:03,000 --> 00:46:05,403
to our project," something like that.

918
00:46:06,450 --> 00:46:08,790
It does open up in a new window,

919
00:46:08,790 --> 00:46:11,133
and be sure to click the
Save button. (chuckles)

920
00:46:11,133 --> 00:46:15,030
It's so tempting to just
close out of that tab,

921
00:46:15,030 --> 00:46:17,310
and it doesn't save automatically,

922
00:46:17,310 --> 00:46:18,843
so there is a Save button.

923
00:46:20,280 --> 00:46:24,000
This is an example of what I mean by that.

924
00:46:24,000 --> 00:46:25,620
So you'll open up a text box.

925
00:46:25,620 --> 00:46:27,780
You will need to drag the box down.

926
00:46:27,780 --> 00:46:30,993
It just opens up for one row
of data and just drag it down.

927
00:46:31,890 --> 00:46:34,260
It's not an unlimited amount
of data that you can put there,

928
00:46:34,260 --> 00:46:36,030
but I've been able to put paragraphs there

929
00:46:36,030 --> 00:46:38,610
and it'll save it, so
you're not really limited

930
00:46:38,610 --> 00:46:41,067
in the number of characters

931
00:46:44,640 --> 00:46:45,720
for the most part. (chuckles)

932
00:46:45,720 --> 00:46:47,820
I don't think you'll reach that limit.

933
00:46:47,820 --> 00:46:52,140
But you're not gonna get
your user ID and timestamp

934
00:46:52,140 --> 00:46:53,580
unless you click the Save button,

935
00:46:53,580 --> 00:46:55,710
so it's kind of one of your indicators

936
00:46:55,710 --> 00:46:58,980
that you need to save
instead of just exiting

937
00:46:58,980 --> 00:47:00,810
out of that screen.

938
00:47:00,810 --> 00:47:04,814
Even when I was working with
Susan Skalka to develop this,

939
00:47:04,814 --> 00:47:08,190
(chuckles) I would put in my
notes in the test environment.

940
00:47:08,190 --> 00:47:09,810
I'd go back in and
there'd be no note there.

941
00:47:09,810 --> 00:47:10,680
She's like, "Well, did you save?"

942
00:47:10,680 --> 00:47:12,840
And I'm like, "Well,
I guess not," (laughs)

943
00:47:12,840 --> 00:47:14,040
because I would just close it out,

944
00:47:14,040 --> 00:47:17,343
so I can't stress that enough,
'cause I did it many times.

945
00:47:23,850 --> 00:47:25,150
All right, for that, okay.

946
00:47:29,480 --> 00:47:32,370
So I think I'm just
gonna quickly show you,

947
00:47:32,370 --> 00:47:34,140
I'll just kinda walk through it as well

948
00:47:34,140 --> 00:47:36,610
just to make it a little bit

949
00:47:40,260 --> 00:47:43,740
more relatable and you can
actually get into the system.

950
00:47:43,740 --> 00:47:47,070
So again, for me, I
default to the Central User

951
00:47:47,070 --> 00:47:48,240
and if I go to the Employee,

952
00:47:48,240 --> 00:47:52,893
that's where I get the
access to the PI Portal tab.

953
00:47:54,060 --> 00:47:54,893
You're gonna come in.

954
00:47:54,893 --> 00:47:56,790
It's gonna default to the PI Portal's

955
00:47:56,790 --> 00:47:58,500
Sponsored Project search page,

956
00:47:58,500 --> 00:48:01,470
but we wanna look at the
Sponsored Effort Commitments.

957
00:48:01,470 --> 00:48:03,390
And so let's,

958
00:48:03,390 --> 00:48:06,300
and you have all these different
options you can search by.

959
00:48:06,300 --> 00:48:08,290
I'm gonna say give me

960
00:48:10,590 --> 00:48:13,170
everything for this department,

961
00:48:13,170 --> 00:48:16,573
and oops, that's not the one I wanted.

962
00:48:17,460 --> 00:48:20,280
So here we can come in and, again,

963
00:48:20,280 --> 00:48:23,490
you can sort by the last comment date,

964
00:48:23,490 --> 00:48:26,820
and so these are all the
individuals, you know,

965
00:48:26,820 --> 00:48:29,130
that have been reviewed this quarter,

966
00:48:29,130 --> 00:48:32,073
and who else is left, who
should I meet with next?

967
00:48:33,150 --> 00:48:35,790
I will point out that you
have some of these individuals

968
00:48:35,790 --> 00:48:38,760
who are staff.

969
00:48:38,760 --> 00:48:41,970
So this is kind of legacy
information that is there.

970
00:48:41,970 --> 00:48:44,100
And so, like, for instance, Mindy,

971
00:48:44,100 --> 00:48:46,080
she is a department administrator

972
00:48:46,080 --> 00:48:51,080
and we used to have the Direct
Cost Justification form,

973
00:48:51,930 --> 00:48:53,850
and the process was anybody

974
00:48:53,850 --> 00:48:56,760
who was going to be
direct charged to an award

975
00:48:56,760 --> 00:49:00,090
who is approved by SPA

976
00:49:00,090 --> 00:49:04,350
to be charged to it, their
commitment would be set up,

977
00:49:04,350 --> 00:49:07,650
just as a way of knowing
that SPA had approved that

978
00:49:07,650 --> 00:49:09,240
and it was okay to do so.

979
00:49:09,240 --> 00:49:11,250
Anybody who hadn't been set up

980
00:49:11,250 --> 00:49:13,710
really shouldn't have
been direct charging.

981
00:49:13,710 --> 00:49:16,650
So some of these individuals are old

982
00:49:16,650 --> 00:49:18,600
and they don't really need
to be reviewed anymore,

983
00:49:18,600 --> 00:49:20,040
but you will see them,

984
00:49:20,040 --> 00:49:23,700
so just kind of getting in
to know some of the names

985
00:49:23,700 --> 00:49:25,530
that you don't need to actually review,

986
00:49:25,530 --> 00:49:28,383
which is most of these in this example.

987
00:49:30,990 --> 00:49:34,250
And then I'm gonna just pick
a different one for my...

988
00:49:36,660 --> 00:49:38,583
Again, you can type in by name.

989
00:49:40,380 --> 00:49:42,900
You can open up into their form

990
00:49:42,900 --> 00:49:44,880
or their commitment page.

991
00:49:44,880 --> 00:49:48,120
I'm gonna just close this
so I have a larger area,

992
00:49:48,120 --> 00:49:51,060
and so you can see, it
just scrolls right across,

993
00:49:51,060 --> 00:49:53,790
and so, yeah, after the
principal investigator,

994
00:49:53,790 --> 00:49:55,260
I think it was cut off here,

995
00:49:55,260 --> 00:49:59,460
so you do have the long
title for the award,

996
00:49:59,460 --> 00:50:01,260
which some faculty member

997
00:50:01,260 --> 00:50:02,880
are familiar with your project title,

998
00:50:02,880 --> 00:50:07,020
some are familiar with
the award number for Click

999
00:50:07,020 --> 00:50:11,880
versus the sponsor title.

1000
00:50:11,880 --> 00:50:13,740
So it's all here,

1001
00:50:13,740 --> 00:50:15,750
so you just have to keep scrolling

1002
00:50:15,750 --> 00:50:19,650
to see how do they best
identify with their projects.

1003
00:50:19,650 --> 00:50:22,770
You can, again, if I wanna see next year,

1004
00:50:22,770 --> 00:50:25,530
I can enter that date
and limit by fiscal year.

1005
00:50:25,530 --> 00:50:30,300
Here's what carries over
to next year for that,

1006
00:50:31,924 --> 00:50:33,933
and you can do Show All Years.

1007
00:50:36,000 --> 00:50:39,420
You're gonna have a lot of
closed projects as well,

1008
00:50:39,420 --> 00:50:40,890
and I'll just go back

1009
00:50:40,890 --> 00:50:44,283
to the limiting by the
current fiscal year.

1010
00:50:48,450 --> 00:50:51,270
So again, this is one way to get...

1011
00:50:51,270 --> 00:50:55,270
So say, all right, I've looked at the PIs

1012
00:50:56,610 --> 00:50:58,470
or this individual's commitments.

1013
00:50:58,470 --> 00:51:02,820
Now I wanna go look at the personnel

1014
00:51:02,820 --> 00:51:05,220
on her projects that she's a PI of.

1015
00:51:05,220 --> 00:51:07,560
You can just go right into it from here.

1016
00:51:07,560 --> 00:51:09,030
It leaves this page open

1017
00:51:09,030 --> 00:51:10,830
and it brings you right into this page,

1018
00:51:10,830 --> 00:51:14,580
and we'll go through how to use
the tools on this page next,

1019
00:51:14,580 --> 00:51:17,973
but I'm gonna for now continue
to focus on this page here.

1020
00:51:19,050 --> 00:51:23,190
Again, you have your
button to open up a new tab

1021
00:51:23,190 --> 00:51:25,440
to start entering your comments.

1022
00:51:25,440 --> 00:51:28,920
Again, I just, I like to
have a big space when I type,

1023
00:51:28,920 --> 00:51:31,800
so you can just put that
here and you can just say,

1024
00:51:31,800 --> 00:51:33,780
I would be doing testing,

1025
00:51:33,780 --> 00:51:36,383
I am in a live environment,
so I'm not gonna save it.

1026
00:51:38,550 --> 00:51:41,580
And if you want, if you have other...

1027
00:51:41,580 --> 00:51:43,023
When you come in here,

1028
00:51:44,280 --> 00:51:47,520
after you have a comment and...

1029
00:51:47,520 --> 00:51:49,710
Actually, I don't remember
if it already defaults

1030
00:51:49,710 --> 00:51:52,200
to having one or if you
need to press the + sign,

1031
00:51:52,200 --> 00:51:53,850
but that's how you would
do it if you need to.

1032
00:51:53,850 --> 00:51:56,130
And once it's saved, you can also edit.

1033
00:51:56,130 --> 00:51:58,740
It's available and anyone can,

1034
00:51:58,740 --> 00:52:02,340
so even if I saved this

1035
00:52:02,340 --> 00:52:04,800
and one of you came in here later,

1036
00:52:04,800 --> 00:52:07,203
it's still editable by anybody else.

1037
00:52:09,309 --> 00:52:12,130
And once you, so let me go

1038
00:52:13,860 --> 00:52:15,633
try to do one of the things I did.

1039
00:52:22,290 --> 00:52:23,640
I just came in here with one of these.

1040
00:52:23,640 --> 00:52:27,250
It's gonna show you how many
comments actually exist already

1041
00:52:28,980 --> 00:52:30,870
and you'll see that there.

1042
00:52:30,870 --> 00:52:33,540
And so, yeah, so it doesn't
default to having a box open

1043
00:52:33,540 --> 00:52:35,160
if you already have one saved,

1044
00:52:35,160 --> 00:52:37,290
so you would just need to add another one

1045
00:52:37,290 --> 00:52:41,640
and it won't contain your
saved information here

1046
00:52:41,640 --> 00:52:42,810
until you actually save it.

1047
00:52:42,810 --> 00:52:47,810
And another nice thing you
have for all these pages

1048
00:52:47,970 --> 00:52:49,800
is the Notify button.

1049
00:52:49,800 --> 00:52:51,660
(Dawn mutters indistinctly)

1050
00:52:51,660 --> 00:52:53,970
I'll get to that in a later tool,

1051
00:52:53,970 --> 00:52:56,250
'cause it's more useful somewhere else.

1052
00:52:56,250 --> 00:52:59,790
So I think that's all.

1053
00:52:59,790 --> 00:53:03,960
Oh, and then the Distributions by Person.

1054
00:53:03,960 --> 00:53:06,990
And again, you'll just
have to press the button

1055
00:53:06,990 --> 00:53:10,740
in order to bring that data up.

1056
00:53:10,740 --> 00:53:12,600
You have the chartfield information,

1057
00:53:12,600 --> 00:53:15,300
but again, if you just click on this,

1058
00:53:15,300 --> 00:53:17,250
it'll show you everything
and you can scroll

1059
00:53:17,250 --> 00:53:19,233
and see it all and you can download it.

1060
00:53:24,113 --> 00:53:26,070
Right, I think that's all
I'm gonna show for that

1061
00:53:26,070 --> 00:53:28,413
and go back to the presentation.

1062
00:53:33,212 --> 00:53:34,379
Got it, right.

1063
00:53:37,920 --> 00:53:40,050
And so now, like I said,

1064
00:53:40,050 --> 00:53:44,190
there are two ways to get to a project,

1065
00:53:44,190 --> 00:53:46,890
so let me just start back.

1066
00:53:46,890 --> 00:53:48,870
If you've already done

1067
00:53:48,870 --> 00:53:52,920
all of your review

1068
00:53:52,920 --> 00:53:56,340
for the PI or if you just wanna do the PI

1069
00:53:56,340 --> 00:53:57,360
for a particular project,

1070
00:53:57,360 --> 00:53:58,800
then go to that project for the personnel,

1071
00:53:58,800 --> 00:53:59,880
that works too,

1072
00:53:59,880 --> 00:54:04,110
and you would be able
to go to the PI Portal,

1073
00:54:04,110 --> 00:54:05,220
Search for Projects page,

1074
00:54:05,220 --> 00:54:10,076
and enter in the specific project there.

1075
00:54:10,076 --> 00:54:12,360
Or you can, if you're
already in their page,

1076
00:54:12,360 --> 00:54:14,707
you can, like I said, click
the Go to Project button

1077
00:54:14,707 --> 00:54:16,533
and it'll open that up.

1078
00:54:19,710 --> 00:54:22,080
When you're in the project page,

1079
00:54:22,080 --> 00:54:24,810
you can go to the Personnel Commitments,

1080
00:54:24,810 --> 00:54:26,580
and that's, there's a tab there,

1081
00:54:26,580 --> 00:54:29,610
and it's going to list any faculty

1082
00:54:29,610 --> 00:54:30,750
that have commitments.

1083
00:54:30,750 --> 00:54:34,560
It'll list their role,
whether they're key or not,

1084
00:54:34,560 --> 00:54:37,860
and it'll give you their employee class.

1085
00:54:37,860 --> 00:54:41,370
The header on that page has
the award ID and the project,

1086
00:54:41,370 --> 00:54:43,590
the sponsor award ID,

1087
00:54:43,590 --> 00:54:45,690
and then these dates here are, as it says,

1088
00:54:45,690 --> 00:54:47,610
project start and end dates.

1089
00:54:47,610 --> 00:54:49,290
Down here is where you're gonna get

1090
00:54:49,290 --> 00:54:51,513
the commitment start and end dates.

1091
00:54:52,830 --> 00:54:54,660
And you'll see here that this individual

1092
00:54:54,660 --> 00:54:56,670
no longer has an employee class.

1093
00:54:56,670 --> 00:54:58,290
That's kind of your signal to know

1094
00:54:58,290 --> 00:55:00,450
that person's no longer employed here

1095
00:55:00,450 --> 00:55:03,480
and maybe have a conversation at the time.

1096
00:55:03,480 --> 00:55:05,280
Obviously this is old, but, you know,

1097
00:55:05,280 --> 00:55:08,040
if that's something
new since the last time

1098
00:55:08,040 --> 00:55:11,070
you reviewed this with
the faculty member or,

1099
00:55:11,070 --> 00:55:12,637
excuse me, with the PI, find out,

1100
00:55:12,637 --> 00:55:15,450
"All right, does this person leaving,

1101
00:55:15,450 --> 00:55:18,540
is there somebody else that's
working in their place?

1102
00:55:18,540 --> 00:55:19,920
Does it change the scope of work

1103
00:55:19,920 --> 00:55:21,660
to not have this individual?

1104
00:55:21,660 --> 00:55:23,430
Was he or she key?

1105
00:55:23,430 --> 00:55:26,070
Do we need to get sponsor approval

1106
00:55:26,070 --> 00:55:28,050
before the end of the budget period?"

1107
00:55:28,050 --> 00:55:30,573
Those conversations
should occur at that time.

1108
00:55:35,730 --> 00:55:39,459
And this just reiterates
everything I just told you,

1109
00:55:39,459 --> 00:55:42,390
(chuckles) but it's there
for your reading purposes

1110
00:55:42,390 --> 00:55:44,730
if you go through this later on.

1111
00:55:44,730 --> 00:55:48,030
And then, again,

1112
00:55:48,030 --> 00:55:49,860
it lists their commitments out.

1113
00:55:49,860 --> 00:55:51,060
If you were to scroll right

1114
00:55:51,060 --> 00:55:52,407
from what I was just showing you,

1115
00:55:52,407 --> 00:55:54,480
and again, it's the same
way you were seeing it

1116
00:55:54,480 --> 00:55:57,780
in the individual's form.

1117
00:55:57,780 --> 00:55:59,640
Now everything for the project

1118
00:55:59,640 --> 00:56:02,520
and anybody who's listed will,

1119
00:56:02,520 --> 00:56:03,780
it'll present it the same way,

1120
00:56:03,780 --> 00:56:08,160
based on whether they're
a 12-month faculty

1121
00:56:08,160 --> 00:56:09,993
or a non-12-month,

1122
00:56:17,280 --> 00:56:19,233
unless I just put it all on one page.

1123
00:56:21,990 --> 00:56:24,462
And here's where I was saying

1124
00:56:24,462 --> 00:56:27,513
I find it to be more useful
for the Notify button.

1125
00:56:27,513 --> 00:56:29,183
Hold on, I just need a sip of water.

1126
00:56:33,570 --> 00:56:35,130
All right, sorry about that.

1127
00:56:35,130 --> 00:56:38,280
And so if you use the
Notify button from here,

1128
00:56:38,280 --> 00:56:41,610
it's kinda nice because it
automatically gives you a link

1129
00:56:41,610 --> 00:56:42,990
directly to that page.

1130
00:56:42,990 --> 00:56:46,710
So if you see that there
was a faculty member

1131
00:56:46,710 --> 00:56:48,240
outside of your department

1132
00:56:48,240 --> 00:56:52,290
that is supposed to be
working on the award

1133
00:56:52,290 --> 00:56:54,930
and they're not distributed
and you need to reach out

1134
00:56:54,930 --> 00:56:56,580
to the other department administrator,

1135
00:56:56,580 --> 00:56:58,920
you can do it from the
Notify button there.

1136
00:56:58,920 --> 00:57:02,463
It gives you then the link
directly into the page too,

1137
00:57:04,530 --> 00:57:06,060
if they have access to that.

1138
00:57:06,060 --> 00:57:10,770
And then you can put in your text.

1139
00:57:10,770 --> 00:57:12,210
You would have to fill out the,

1140
00:57:12,210 --> 00:57:14,220
you know, what's the subject line

1141
00:57:14,220 --> 00:57:19,170
and what's the text of your message.

1142
00:57:19,170 --> 00:57:21,390
But in this case, "Please
set up a distribution

1143
00:57:21,390 --> 00:57:25,740
for Christina's effort
allocated to this project

1144
00:57:25,740 --> 00:57:29,730
and please do so before the
90 days past the end date,

1145
00:57:29,730 --> 00:57:31,944
or past the payroll
date has been reached,"

1146
00:57:31,944 --> 00:57:32,944
just so it's timely.

1147
00:57:37,510 --> 00:57:40,980
So really, the objectives
of effort verification

1148
00:57:40,980 --> 00:57:42,990
that we wanna go through

1149
00:57:42,990 --> 00:57:45,930
is performing the after-the-fact
review of interim charges

1150
00:57:45,930 --> 00:57:47,550
for the past three months.

1151
00:57:47,550 --> 00:57:50,510
You wanna look at what's coming up

1152
00:57:50,510 --> 00:57:51,780
in the next three months

1153
00:57:51,780 --> 00:57:56,780
and how we need to adjust any
of your salary distributions,

1154
00:57:57,420 --> 00:58:00,813
or different grad students, for instance,

1155
00:58:02,730 --> 00:58:05,790
so having that perspective conversation.

1156
00:58:05,790 --> 00:58:07,710
I mean, really, three months
or longer, if you can.

1157
00:58:07,710 --> 00:58:09,600
I mean, right now we're getting,

1158
00:58:09,600 --> 00:58:11,596
we don't have three months until
the end of the fiscal year,

1159
00:58:11,596 --> 00:58:12,720
I don't know how that's happened already,

1160
00:58:12,720 --> 00:58:14,850
but, (chuckles) I mean,

1161
00:58:14,850 --> 00:58:16,920
if you're at the beginning
of the fiscal year,

1162
00:58:16,920 --> 00:58:18,570
how far out can you
have that conversation,

1163
00:58:18,570 --> 00:58:21,873
just to reduce the number of
changes you need later on?

1164
00:58:23,460 --> 00:58:25,470
You wanna document the scope of the review

1165
00:58:25,470 --> 00:58:27,540
and any resulting action items,

1166
00:58:27,540 --> 00:58:29,310
and you wanna complete those action items

1167
00:58:29,310 --> 00:58:30,240
in a timely manner.

1168
00:58:30,240 --> 00:58:33,150
So, I mean, that's really the
essence of what's going on

1169
00:58:33,150 --> 00:58:34,710
during your quarterly reviews.

1170
00:58:34,710 --> 00:58:36,900
And so, really, you're preparing

1171
00:58:36,900 --> 00:58:38,610
for the meeting with the PI,

1172
00:58:38,610 --> 00:58:41,010
whether it's looking at action items

1173
00:58:41,010 --> 00:58:43,110
from the last quarterly meeting

1174
00:58:43,110 --> 00:58:47,430
or looking at what's set
up since the past meeting,

1175
00:58:47,430 --> 00:58:52,430
what proposals they have submitted,

1176
00:58:53,520 --> 00:58:55,950
and we'll go over this in
a little bit more detail.

1177
00:58:55,950 --> 00:58:57,630
We're just kind of talking it through.

1178
00:58:57,630 --> 00:59:01,080
And then you'll go over the
individual effort review

1179
00:59:01,080 --> 00:59:02,170
for that person

1180
00:59:03,720 --> 00:59:05,820
and then you'll look at the project

1181
00:59:05,820 --> 00:59:08,620
and look at all the
personnel on that project

1182
00:59:09,480 --> 00:59:11,790
and make sure everything is accurate

1183
00:59:11,790 --> 00:59:13,950
or if anything needs to be changed.

1184
00:59:13,950 --> 00:59:16,200
And then you'll have
your list of action items

1185
00:59:16,200 --> 00:59:17,033
after the fact,

1186
00:59:17,033 --> 00:59:19,380
and you just kind of keep
going through this cycle

1187
00:59:19,380 --> 00:59:22,143
each quarter for that faculty member.

1188
00:59:28,170 --> 00:59:30,030
And just to dig in a little bit more

1189
00:59:30,030 --> 00:59:33,480
for the effort verification by project,

1190
00:59:33,480 --> 00:59:34,620
what I just talked to you about

1191
00:59:34,620 --> 00:59:37,020
was really this personnel commitments

1192
00:59:37,020 --> 00:59:40,470
and I was showing you how to
see the faculty commitments

1193
00:59:40,470 --> 00:59:43,050
on the project, but you
really also need to be able

1194
00:59:43,050 --> 00:59:46,260
to look at your non-key
personnel effort on there,

1195
00:59:46,260 --> 00:59:48,060
and they're not gonna have commitments.

1196
00:59:48,060 --> 00:59:49,110
So these are your lab techs,

1197
00:59:49,110 --> 00:59:52,650
your grad students, your temp employees,

1198
00:59:52,650 --> 00:59:54,453
any of your student wages.

1199
00:59:55,920 --> 00:59:58,500
I'm gonna give you, I
mean, these aren't tools

1200
00:59:58,500 --> 01:00:02,070
that were developed for the
purpose of effort verification,

1201
01:00:02,070 --> 01:00:05,220
but you can monopolize
on what was already there

1202
01:00:05,220 --> 01:00:06,270
for this purpose

1203
01:00:06,270 --> 01:00:11,270
and it's all in one spot
here for the PI Portal.

1204
01:00:11,520 --> 01:00:15,570
So my suggestion would be go
to the Payroll Information tab

1205
01:00:15,570 --> 01:00:20,570
in the PI Portal by project,

1206
01:00:20,580 --> 01:00:24,990
and I would click the
Payroll Expense to Date.

1207
01:00:24,990 --> 01:00:27,300
This is only useful to an extent,

1208
01:00:27,300 --> 01:00:28,860
because this is for the whole project,

1209
01:00:28,860 --> 01:00:31,410
it's not for a particular budget period.

1210
01:00:31,410 --> 01:00:33,963
But I like to be able to see all of,

1211
01:00:34,860 --> 01:00:36,210
like, the account descriptions.

1212
01:00:36,210 --> 01:00:39,540
It's kind of like what
type of employees you have

1213
01:00:39,540 --> 01:00:40,923
on your project, so,

1214
01:00:41,910 --> 01:00:44,430
and that'll help give some information

1215
01:00:44,430 --> 01:00:48,213
as you look at who is currently
being charged to the award.

1216
01:00:50,400 --> 01:00:53,520
So below that, so when you're on this tab,

1217
01:00:53,520 --> 01:00:55,950
the top section is
Payroll Expenses to Date,

1218
01:00:55,950 --> 01:00:59,100
and then below that you have
this Get Payroll Distributions,

1219
01:00:59,100 --> 01:01:00,300
right below it.

1220
01:01:00,300 --> 01:01:03,930
And so you're gonna also, again,

1221
01:01:03,930 --> 01:01:05,790
need to click on that button

1222
01:01:05,790 --> 01:01:08,250
and you'll get your payroll percentages.

1223
01:01:08,250 --> 01:01:10,890
It's by fiscal year or
you can change the year,

1224
01:01:10,890 --> 01:01:12,480
have it span multiple years.

1225
01:01:12,480 --> 01:01:15,843
You can just look at that
particular individual if you want.

1226
01:01:18,270 --> 01:01:20,070
There is useful information here.

1227
01:01:20,070 --> 01:01:22,200
What this tells you,

1228
01:01:22,200 --> 01:01:25,770
this employee is not currently
active in this position,

1229
01:01:25,770 --> 01:01:27,630
which I mentioned you'd see

1230
01:01:27,630 --> 01:01:30,633
when we looked at something earlier.

1231
01:01:32,580 --> 01:01:37,533
But you wanna kind of look
at the distributions here

1232
01:01:37,533 --> 01:01:40,350
and you can compare it to the commitments

1233
01:01:40,350 --> 01:01:42,990
and see, are the commitments...

1234
01:01:42,990 --> 01:01:46,680
So Jason, in this example,
had a 1% commitment

1235
01:01:46,680 --> 01:01:49,563
and he has distributed 1%
and it's as cost share.

1236
01:01:51,060 --> 01:01:53,490
Does that match his commitment
or was his commitment 5%?

1237
01:01:53,490 --> 01:01:54,390
Is he meeting the commitment?

1238
01:01:54,390 --> 01:01:56,250
So have the conversation around that,

1239
01:01:56,250 --> 01:01:58,380
but also having the conversation

1240
01:01:58,380 --> 01:02:00,510
about all of the individuals on here

1241
01:02:00,510 --> 01:02:04,620
so you can see if somebody's missing

1242
01:02:04,620 --> 01:02:06,907
or have ask, you know,

1243
01:02:06,907 --> 01:02:08,580
"All the individuals we're seeing here,

1244
01:02:08,580 --> 01:02:10,590
here's how they're distributed.

1245
01:02:10,590 --> 01:02:12,450
Do you feel this is an accurate reflection

1246
01:02:12,450 --> 01:02:15,207
of how much work they're
allocating to your project?"

1247
01:02:22,320 --> 01:02:25,295
And so above, again,

1248
01:02:25,295 --> 01:02:26,460
you could see, all right,

1249
01:02:26,460 --> 01:02:28,770
well, we had a grad student

1250
01:02:28,770 --> 01:02:33,150
and we had a temp wage employee.

1251
01:02:33,150 --> 01:02:35,490
The temp wage employees aren't
gonna have distributions,

1252
01:02:35,490 --> 01:02:38,250
so then you're not gonna
be able to see them here,

1253
01:02:38,250 --> 01:02:41,257
but you can see if, all of a sudden,

1254
01:02:41,257 --> 01:02:42,630
"Well, we had a grad student,

1255
01:02:42,630 --> 01:02:45,330
but I no longer have a grad
student distributed to this,

1256
01:02:45,330 --> 01:02:46,470
but I know we have one working.

1257
01:02:46,470 --> 01:02:47,640
Why am I not seeing here?"

1258
01:02:47,640 --> 01:02:49,080
So that's kind of a conversation to have,

1259
01:02:49,080 --> 01:02:51,630
to figure out is somebody missing.

1260
01:02:51,630 --> 01:02:54,570
So that's how I find it useful

1261
01:02:54,570 --> 01:02:57,120
to look at who has been distributed

1262
01:02:57,120 --> 01:02:58,980
on the project as a whole up above

1263
01:02:58,980 --> 01:03:01,233
versus currently distributed.

1264
01:03:02,970 --> 01:03:07,680
And again, comparing
those salary distributions

1265
01:03:07,680 --> 01:03:11,493
to what is in the
Personnel Commitments page,

1266
01:03:12,720 --> 01:03:15,780
just to see if there's anything
that needs prior approval

1267
01:03:15,780 --> 01:03:19,803
if somebody is below what
they should be committing.

1268
01:03:23,610 --> 01:03:28,080
So again, we kind of just
went through this piece here,

1269
01:03:28,080 --> 01:03:29,760
the project personnel,

1270
01:03:29,760 --> 01:03:34,320
and the first tools we talked about

1271
01:03:34,320 --> 01:03:35,970
were the individual effort review.

1272
01:03:35,970 --> 01:03:38,640
We just talked about
the project personnel,

1273
01:03:38,640 --> 01:03:40,260
just covered any of your action items,

1274
01:03:40,260 --> 01:03:41,940
and you, again, go through that process,

1275
01:03:41,940 --> 01:03:45,903
and this is just a more
detailed view of those steps.

1276
01:03:47,130 --> 01:03:48,150
So in preparing,

1277
01:03:48,150 --> 01:03:51,360
you wanna schedule your
effort verification meetings,

1278
01:03:51,360 --> 01:03:53,340
and so quarterly, and we don't dictate

1279
01:03:53,340 --> 01:03:56,520
that you need to do
everyone in the same month.

1280
01:03:56,520 --> 01:03:57,840
If you have a large department,

1281
01:03:57,840 --> 01:04:00,270
you may do a third each month

1282
01:04:00,270 --> 01:04:02,160
and every month of the fiscal year

1283
01:04:02,160 --> 01:04:03,960
you're doing doing them,

1284
01:04:03,960 --> 01:04:06,270
but they just cycle
through every three months

1285
01:04:06,270 --> 01:04:08,403
but on a different cycle.

1286
01:04:10,650 --> 01:04:12,750
You'll wanna review the PI Portal details

1287
01:04:12,750 --> 01:04:16,710
and identify any discussion
points ahead of time

1288
01:04:16,710 --> 01:04:18,540
or email them to the PI even.

1289
01:04:18,540 --> 01:04:19,560
It's up to you.

1290
01:04:19,560 --> 01:04:22,080
Just have them ready or
email them in advance.

1291
01:04:22,080 --> 01:04:23,250
You wanna review action items

1292
01:04:23,250 --> 01:04:25,230
from the previous verification session

1293
01:04:25,230 --> 01:04:27,100
and make sure they got processed

1294
01:04:28,770 --> 01:04:31,590
and then identify any key documents

1295
01:04:31,590 --> 01:04:34,200
to facilitate your
verification discussion.

1296
01:04:34,200 --> 01:04:38,310
So do we need to look
at any award documents

1297
01:04:38,310 --> 01:04:40,830
or proposals to see how the effort

1298
01:04:40,830 --> 01:04:45,830
was proposed to ensure,

1299
01:04:46,380 --> 01:04:49,770
well, we know we had a
reduction on a particular award,

1300
01:04:49,770 --> 01:04:50,910
how was it proposed?

1301
01:04:50,910 --> 01:04:53,250
Do we need to get sponsor approval?

1302
01:04:53,250 --> 01:04:55,300
So that's kind of your preparing section.

1303
01:04:56,340 --> 01:04:58,860
Going over your individual effort review.

1304
01:04:58,860 --> 01:05:01,971
So you would review that
Commitments by Person report.

1305
01:05:01,971 --> 01:05:05,580
You review for accuracy,
compliance, commitments,

1306
01:05:05,580 --> 01:05:06,840
actual and future effort,

1307
01:05:06,840 --> 01:05:08,070
and then, you know,
have that conversation.

1308
01:05:08,070 --> 01:05:10,500
Do we need any no-cost extensions?

1309
01:05:10,500 --> 01:05:13,380
Do we need to request or
submit a MOD for anything

1310
01:05:13,380 --> 01:05:14,643
for one of those?

1311
01:05:16,230 --> 01:05:19,623
Compare to the Review
Distributions by Person tab,

1312
01:05:20,550 --> 01:05:22,140
by award or project,

1313
01:05:22,140 --> 01:05:24,840
to ensure they're meeting their commitment

1314
01:05:24,840 --> 01:05:28,053
and/or if they need any prior approvals.

1315
01:05:30,390 --> 01:05:31,710
Look to see if anybody

1316
01:05:31,710 --> 01:05:34,833
needs any Additional Pay forms submitted.

1317
01:05:36,930 --> 01:05:40,680
And actually, and then,

1318
01:05:40,680 --> 01:05:42,120
so I'll just finish this,

1319
01:05:42,120 --> 01:05:45,090
so review pending proposals in Click.

1320
01:05:45,090 --> 01:05:47,733
And so I will go over that in a bit,

1321
01:05:48,720 --> 01:05:51,060
how to actually do that,

1322
01:05:51,060 --> 01:05:52,690
but I want to

1323
01:05:54,840 --> 01:05:56,313
show you one more thing.

1324
01:06:06,028 --> 01:06:09,695
(Dawn mutters indistinctly)

1325
01:06:16,950 --> 01:06:19,293
If I just go to a project,

1326
01:06:21,180 --> 01:06:22,530
this is where I was talking about,

1327
01:06:22,530 --> 01:06:25,440
so getting the Payroll Expense to Date,

1328
01:06:25,440 --> 01:06:29,010
and you can see the employees

1329
01:06:29,010 --> 01:06:30,210
that are allocated to it

1330
01:06:30,210 --> 01:06:32,853
and you can get their distribution.

1331
01:06:34,020 --> 01:06:36,990
But the Transaction Detail,

1332
01:06:36,990 --> 01:06:38,940
if you come into this page,

1333
01:06:38,940 --> 01:06:41,610
you're gonna see, and you click on this,

1334
01:06:41,610 --> 01:06:42,960
you can do a certain range

1335
01:06:42,960 --> 01:06:46,440
and you can do a name if
you wanted to do that,

1336
01:06:46,440 --> 01:06:48,120
but you can see, I mean,

1337
01:06:48,120 --> 01:06:49,170
it's not gonna have percentages.

1338
01:06:49,170 --> 01:06:50,003
So it's really just,

1339
01:06:50,003 --> 01:06:52,320
all right, is this person
getting distributed?

1340
01:06:52,320 --> 01:06:53,940
And so this is where you're gonna see

1341
01:06:53,940 --> 01:06:55,560
any of those individuals

1342
01:06:55,560 --> 01:06:58,230
who don't have a salary distribution,

1343
01:06:58,230 --> 01:07:02,100
so your lab techs, no, not your lab techs,

1344
01:07:02,100 --> 01:07:05,403
your temp wages,

1345
01:07:08,040 --> 01:07:12,960
student salaries, oh, what
was the one we just saw,

1346
01:07:12,960 --> 01:07:14,670
but at any rate, your bi-weekly employees.

1347
01:07:14,670 --> 01:07:15,840
They're not gonna have
salary distributions.

1348
01:07:15,840 --> 01:07:18,700
So you could see who's
being distributed here

1349
01:07:20,490 --> 01:07:24,030
that wouldn't have a distribution.

1350
01:07:24,030 --> 01:07:27,900
I also like to recommend this for, say,

1351
01:07:27,900 --> 01:07:28,920
in the summer months,

1352
01:07:28,920 --> 01:07:30,840
or, like, right after the summer month,

1353
01:07:30,840 --> 01:07:32,463
you're in September,

1354
01:07:33,630 --> 01:07:35,610
you're starting to do your
effort certifications,

1355
01:07:35,610 --> 01:07:36,600
even when...

1356
01:07:36,600 --> 01:07:39,390
That's a recommended time
to do these verifications.

1357
01:07:39,390 --> 01:07:42,990
Put in your summer month
ranges and get your payroll

1358
01:07:42,990 --> 01:07:46,710
and see if everybody you
anticipated on the project

1359
01:07:46,710 --> 01:07:51,710
for an additional pay form
for summer effort received it,

1360
01:07:51,750 --> 01:07:53,910
especially if you have people
from a different department,

1361
01:07:53,910 --> 01:07:56,070
because you're not overseeing it,

1362
01:07:56,070 --> 01:07:58,500
you don't know if it's pending or not.

1363
01:07:58,500 --> 01:08:01,680
You wanna make sure that it hit here

1364
01:08:01,680 --> 01:08:03,750
and that it's not outstanding.

1365
01:08:03,750 --> 01:08:05,580
So there's just a lot of different ways

1366
01:08:05,580 --> 01:08:08,130
to use the tools here to make sure,

1367
01:08:08,130 --> 01:08:09,900
especially, that nobody's missing

1368
01:08:09,900 --> 01:08:13,383
when you review budgets versus
what actually got charged.

1369
01:08:20,040 --> 01:08:22,620
All right, so going back to...

1370
01:08:22,620 --> 01:08:23,453
So that was,

1371
01:08:23,453 --> 01:08:25,347
so we went through preparing
the details on that,

1372
01:08:25,347 --> 01:08:27,150
the individual effort review.

1373
01:08:27,150 --> 01:08:30,150
Now we wanna look at
the non-key personnel,

1374
01:08:30,150 --> 01:08:31,710
really, all project personnel.

1375
01:08:31,710 --> 01:08:33,660
So you do the Payroll Information tab

1376
01:08:33,660 --> 01:08:36,090
that we've just been discussing.

1377
01:08:36,090 --> 01:08:38,730
I just showed you the
Transaction Detail tab

1378
01:08:38,730 --> 01:08:40,650
and how to kind of use it

1379
01:08:40,650 --> 01:08:42,150
to look at the summer salaries

1380
01:08:42,150 --> 01:08:44,790
and look at any of the
bi-weekly individuals

1381
01:08:44,790 --> 01:08:46,050
and if anybody's missing

1382
01:08:46,050 --> 01:08:48,570
or if anyone's accidentally
getting charged to your award,

1383
01:08:48,570 --> 01:08:52,380
'cause they perhaps typed
in the wrong combo code.

1384
01:08:52,380 --> 01:08:53,850
If you don't recognize somebody,

1385
01:08:53,850 --> 01:08:55,350
have a conversation about that

1386
01:08:56,610 --> 01:09:00,213
and determine if any Additional
Pay forms are needed,

1387
01:09:01,830 --> 01:09:03,930
and then identify any action items.

1388
01:09:03,930 --> 01:09:05,787
So that's kind of your non-key

1389
01:09:05,787 --> 01:09:08,190
in, really, project level,

1390
01:09:08,190 --> 01:09:09,960
to make sure that's all complete.

1391
01:09:09,960 --> 01:09:10,860
And then your action items.

1392
01:09:10,860 --> 01:09:15,360
Document, as I've shown you
before, any action items,

1393
01:09:15,360 --> 01:09:20,360
and document, really,
the scope of your review,

1394
01:09:21,540 --> 01:09:25,350
and timely submission of
all those related charges,

1395
01:09:25,350 --> 01:09:29,163
Additional Pay forms, distribution
changes, wage transfers.

1396
01:09:30,060 --> 01:09:34,110
You email SPA@uvm.edu to initiate

1397
01:09:34,110 --> 01:09:36,390
any prior approval requests

1398
01:09:36,390 --> 01:09:39,210
or really probably even
do the MOD for that

1399
01:09:39,210 --> 01:09:43,330
or set up corrections that
you may have found errors on

1400
01:09:45,060 --> 01:09:46,170
for recently set up awards

1401
01:09:46,170 --> 01:09:49,470
during your quarterly
review, (chuckles) excuse me.

1402
01:09:49,470 --> 01:09:53,223
And then verify resultant
changes from action items, so.

1403
01:09:59,790 --> 01:10:03,090
And then planning or
preparing for success.

1404
01:10:03,090 --> 01:10:08,090
So you really wanna schedule
the meetings ahead of time,

1405
01:10:08,160 --> 01:10:10,860
even if you go ahead
and, for each faculty,

1406
01:10:10,860 --> 01:10:12,820
set up each quarter

1407
01:10:15,780 --> 01:10:17,880
at the beginning of the
year for the full year,

1408
01:10:17,880 --> 01:10:20,730
so you have all those ahead of time.

1409
01:10:20,730 --> 01:10:22,830
I mean, a great recommendation

1410
01:10:22,830 --> 01:10:26,580
is to do your first review
during effort certification,

1411
01:10:26,580 --> 01:10:27,900
so that you're already meeting with them.

1412
01:10:27,900 --> 01:10:29,460
It's one less time you
have to meet with them.

1413
01:10:29,460 --> 01:10:31,860
Look, in either, you already, really,

1414
01:10:31,860 --> 01:10:34,770
in September typically to do that,

1415
01:10:34,770 --> 01:10:38,250
so you're pretty much a
quarter into the year,

1416
01:10:38,250 --> 01:10:39,360
so that's a good time.

1417
01:10:39,360 --> 01:10:41,073
And then, you know, mid-year,

1418
01:10:42,180 --> 01:10:45,390
we just passed the budget building time.

1419
01:10:45,390 --> 01:10:47,200
That's a good time to do this,

1420
01:10:47,200 --> 01:10:48,930
so it kind of informs you

1421
01:10:48,930 --> 01:10:52,380
of how to set up your allocations

1422
01:10:52,380 --> 01:10:55,293
for the faculty in Axiom.

1423
01:10:57,420 --> 01:10:59,160
Kinda May, June, end of the year,

1424
01:10:59,160 --> 01:11:00,210
clearing out suspense,

1425
01:11:00,210 --> 01:11:02,310
making sure additional pays are set up

1426
01:11:02,310 --> 01:11:04,710
for anybody who has summer salaries.

1427
01:11:04,710 --> 01:11:08,490
That's another useful time
to be looking at this.

1428
01:11:08,490 --> 01:11:10,830
And I know SPA sends out reminders

1429
01:11:10,830 --> 01:11:12,720
for when awards are about to close,

1430
01:11:12,720 --> 01:11:15,150
so that's a good time
to maybe even off-cycle

1431
01:11:15,150 --> 01:11:18,990
look at a particular faculty's awards.

1432
01:11:18,990 --> 01:11:21,900
I know it's at least within
90 days of a project closeout.

1433
01:11:21,900 --> 01:11:23,640
I think they have other reminders as well,

1434
01:11:23,640 --> 01:11:24,783
but that's a good one.

1435
01:11:25,860 --> 01:11:28,333
Again, scheduling these in advance.

1436
01:11:28,333 --> 01:11:31,080
Prepare for it, so
really assess the results

1437
01:11:31,080 --> 01:11:32,490
from the last verification.

1438
01:11:32,490 --> 01:11:35,340
Identify any potential
discussion points in advance

1439
01:11:35,340 --> 01:11:37,860
so you're really making
the best use of your time

1440
01:11:37,860 --> 01:11:39,540
during those meetings

1441
01:11:39,540 --> 01:11:42,660
and having any documentation
you need readily available

1442
01:11:42,660 --> 01:11:44,940
right out of Click.

1443
01:11:44,940 --> 01:11:47,340
And if you're getting any
pushback from the faculty

1444
01:11:47,340 --> 01:11:50,760
to really understand
the importance of this,

1445
01:11:50,760 --> 01:11:52,440
you know, you can enroll the Dean's office

1446
01:11:52,440 --> 01:11:53,640
or your department chair.

1447
01:11:53,640 --> 01:11:56,070
They understand the importance
of this and the requirements

1448
01:11:56,070 --> 01:11:58,830
that the PIs have to fulfill

1449
01:11:58,830 --> 01:12:03,210
their terms and conditions
for accepting the award

1450
01:12:03,210 --> 01:12:05,373
by meeting these policies,

1451
01:12:06,330 --> 01:12:09,878
and you could also reach out for us

1452
01:12:09,878 --> 01:12:11,278
and our departments as well.

1453
01:12:14,730 --> 01:12:17,700
I just really kind of
summarized here again, (laughs)

1454
01:12:17,700 --> 01:12:22,140
so I think I've kinda gone
over this a few times already,

1455
01:12:22,140 --> 01:12:25,170
but, you know, conducting
the effort verification

1456
01:12:25,170 --> 01:12:26,580
by the individual.

1457
01:12:26,580 --> 01:12:29,580
It must be done quarterly for all faculty

1458
01:12:29,580 --> 01:12:31,170
on sponsored projects.

1459
01:12:31,170 --> 01:12:35,040
Review dates and percentages
and the Commitment by Person.

1460
01:12:35,040 --> 01:12:36,750
Review the distribution details

1461
01:12:36,750 --> 01:12:39,393
and compare it to what
their commitments are.

1462
01:12:40,290 --> 01:12:43,770
Compare commitments to
actual and planned effort

1463
01:12:43,770 --> 01:12:47,280
and make any corrections,

1464
01:12:47,280 --> 01:12:50,463
and if there's any effort reductions,

1465
01:12:51,330 --> 01:12:54,360
and then individual's
role is key personnel,

1466
01:12:54,360 --> 01:12:57,420
you would need to contact SPA

1467
01:12:57,420 --> 01:12:59,940
and really submit your modification,

1468
01:12:59,940 --> 01:13:04,530
I believe, to get that
prior approval started.

1469
01:13:04,530 --> 01:13:09,530
And if the individual is a PI or co-PI,

1470
01:13:10,050 --> 01:13:12,630
they would need to review personnel

1471
01:13:12,630 --> 01:13:14,493
on their project as well.

1472
01:13:15,810 --> 01:13:18,510
These are the tools we discussed
for the non-key personnel.

1473
01:13:18,510 --> 01:13:23,510
So running the Get
Distribution Detail percentage

1474
01:13:23,580 --> 01:13:27,690
or Get Payroll Transaction Detail by name.

1475
01:13:27,690 --> 01:13:29,610
That was the first piece in the project

1476
01:13:29,610 --> 01:13:30,760
I kind of went through.

1477
01:13:33,030 --> 01:13:34,320
Payroll Expense to Date

1478
01:13:34,320 --> 01:13:35,970
will provide the job description.

1479
01:13:35,970 --> 01:13:38,190
Like, personally I just
find that useful, (chuckles)

1480
01:13:38,190 --> 01:13:39,723
as I've said a couple times.

1481
01:13:40,650 --> 01:13:44,670
Compare distribution
percentages for your faculty

1482
01:13:44,670 --> 01:13:47,880
and the key personnel as well so they can,

1483
01:13:47,880 --> 01:13:49,380
and it's the PI's responsibility

1484
01:13:49,380 --> 01:13:51,780
to make sure that everybody
gets prior approval,

1485
01:13:51,780 --> 01:13:55,260
so you're relying on any key personnel

1486
01:13:55,260 --> 01:13:58,713
to notify the PI, but the PI
should be reviewing that too.

1487
01:13:59,880 --> 01:14:04,050
Discuss future effort on
each personnel by project

1488
01:14:04,050 --> 01:14:07,370
and review pending electronic
Additional Pay forms

1489
01:14:07,370 --> 01:14:11,130
or any missing ones,
too, after the summer,

1490
01:14:11,130 --> 01:14:12,230
as we've talked about.

1491
01:14:13,830 --> 01:14:15,300
-Effort reduction-
-[Josh] Hey, Dawn.

1492
01:14:15,300 --> 01:14:16,830
[Dawn] Yeah?

1493
01:14:16,830 --> 01:14:18,930
[Josh] Next time you have the demo open,

1494
01:14:18,930 --> 01:14:21,000
can you actually show us

1495
01:14:21,000 --> 01:14:23,643
how to see the Additional Pay forms?

1496
01:14:25,870 --> 01:14:28,860
[Dawn] So you can't see
Additional Pay forms.

1497
01:14:28,860 --> 01:14:30,570
They're not in the system,

1498
01:14:30,570 --> 01:14:33,420
but what I was saying is,

1499
01:14:33,420 --> 01:14:35,403
let me bring this back,

1500
01:14:43,350 --> 01:14:45,020
so when you're in here, it's not gonna,

1501
01:14:45,020 --> 01:14:48,210
it's, like, this only
has distributions, right?

1502
01:14:48,210 --> 01:14:51,810
This will tell you any
salary that has been charged

1503
01:14:51,810 --> 01:14:54,510
based on any individual,
regardless of how it's charged,

1504
01:14:54,510 --> 01:14:56,760
whether it's wages, salary distribution,

1505
01:14:56,760 --> 01:14:58,053
or Additional Pay form.

1506
01:14:59,340 --> 01:15:04,200
The transaction detail, this
is gonna give you by payroll,

1507
01:15:04,200 --> 01:15:06,030
so Get Payroll Distribution Details.

1508
01:15:06,030 --> 01:15:08,670
So that's why I'm saying,
like, in September,

1509
01:15:08,670 --> 01:15:11,100
just limit this to your summer months

1510
01:15:11,100 --> 01:15:14,850
and look at the faculty that are on here

1511
01:15:14,850 --> 01:15:18,450
and hopefully you would know

1512
01:15:18,450 --> 01:15:22,530
which ones are expecting
an Additional Pay form

1513
01:15:22,530 --> 01:15:25,890
on your award and just
make sure that they, like,

1514
01:15:25,890 --> 01:15:27,240
compare your budget to this.

1515
01:15:27,240 --> 01:15:29,560
Like, there isn't anything

1516
01:15:32,074 --> 01:15:34,170
on the finance side of PeopleSoft

1517
01:15:34,170 --> 01:15:37,330
to show you what
additional pays are pending

1518
01:15:38,760 --> 01:15:39,990
or even submitted.

1519
01:15:39,990 --> 01:15:42,600
It's just, it'll tell
you what's been paid out

1520
01:15:42,600 --> 01:15:45,990
for that individual,
regardless of mechanism.

1521
01:15:45,990 --> 01:15:50,550
So there is in the job aid for,

1522
01:15:50,550 --> 01:15:53,733
or the, yeah, the user guide
for effort verification,

1523
01:15:55,890 --> 01:15:57,270
I think it's under the FAQs

1524
01:15:57,270 --> 01:16:00,540
of how to see Additional
Pay forms in PeopleSoft,

1525
01:16:00,540 --> 01:16:03,813
but that is only on the HR side.

1526
01:16:10,320 --> 01:16:12,420
So effort reduction considerations.

1527
01:16:12,420 --> 01:16:14,760
So the PI must be involved
in assessing the impact

1528
01:16:14,760 --> 01:16:18,060
of the effort commitment
reduction of the key personnel.

1529
01:16:18,060 --> 01:16:22,680
So the PI and their administrator

1530
01:16:22,680 --> 01:16:24,480
would look at the Notice of Grant Award

1531
01:16:24,480 --> 01:16:26,970
and have a discussion

1532
01:16:26,970 --> 01:16:30,363
on whether or not the scope
of the work has changed.

1533
01:16:31,200 --> 01:16:33,120
Really, even looking at the proposal,

1534
01:16:33,120 --> 01:16:36,330
how was the commitment proposed,

1535
01:16:36,330 --> 01:16:41,070
and determining if a reduction request

1536
01:16:41,070 --> 01:16:43,383
is required for the sponsor.

1537
01:16:44,760 --> 01:16:48,960
And then the PI would also
be the one to determine

1538
01:16:48,960 --> 01:16:52,890
if the effort reduction is
during a no-cost extension period

1539
01:16:52,890 --> 01:16:54,690
and the impacts on that.

1540
01:16:54,690 --> 01:16:56,460
And so does the sponsor need to approve?

1541
01:16:56,460 --> 01:16:59,313
If yes, you'd submit a
MOD request in UVMClick.

1542
01:17:00,210 --> 01:17:01,140
If you're unsure,

1543
01:17:01,140 --> 01:17:04,530
you would email your SPA
research administrator,

1544
01:17:04,530 --> 01:17:06,630
and if you know that the sponsor, no,

1545
01:17:06,630 --> 01:17:08,130
does not need to approve,

1546
01:17:08,130 --> 01:17:11,490
you just document the planned
effort for future references

1547
01:17:11,490 --> 01:17:15,780
in your comments box

1548
01:17:15,780 --> 01:17:19,470
in the PI's form

1549
01:17:19,470 --> 01:17:22,503
and the faculty member's
individual form as well.

1550
01:17:24,390 --> 01:17:27,870
Timely communication on
all of this is important.

1551
01:17:27,870 --> 01:17:32,130
And if you do submit

1552
01:17:32,130 --> 01:17:37,130
for a sponsor prior
approval of a reduction,

1553
01:17:37,590 --> 01:17:40,830
SPA will update the commitment
percentage, in that example,

1554
01:17:40,830 --> 01:17:42,567
once the sponsor has approved

1555
01:17:42,567 --> 01:17:45,787
and you would see it in PeopleSoft

1556
01:17:45,787 --> 01:17:49,430
the following day after it has
been changed in PeopleSoft.

1557
01:17:53,040 --> 01:17:55,563
And I can't get it to move.

1558
01:17:56,880 --> 01:17:58,440
There we go.

1559
01:17:58,440 --> 01:18:00,153
So Josh, I'll hand it over to you.

1560
01:18:01,080 --> 01:18:04,117
You live more in the person months

1561
01:18:06,600 --> 01:18:08,790
to percentage world.

1562
01:18:08,790 --> 01:18:10,920
I pretty much live in
just the percentage world,

1563
01:18:10,920 --> 01:18:11,880
(chuckles) so I'll give that to you.

1564
01:18:11,880 --> 01:18:13,380
[Josh] Yeah, no, I'm happy to help.

1565
01:18:13,380 --> 01:18:17,430
So basically here's the
calculation that we do

1566
01:18:17,430 --> 01:18:21,120
when we are looking at whether or not

1567
01:18:21,120 --> 01:18:25,680
a sponsor needs to give
the okay on something.

1568
01:18:25,680 --> 01:18:29,040
So basically we need to
compare what was committed

1569
01:18:29,040 --> 01:18:31,290
with what we are going to project

1570
01:18:31,290 --> 01:18:34,320
using, like, a potential effort reduction.

1571
01:18:34,320 --> 01:18:37,110
So you basically, you
look at what person months

1572
01:18:37,110 --> 01:18:39,960
someone's already worked on the award

1573
01:18:39,960 --> 01:18:43,950
and then you add the
projected future person months

1574
01:18:43,950 --> 01:18:46,140
for the remainder of whatever
period we're looking at,

1575
01:18:46,140 --> 01:18:49,650
'cause if you recall from
the previous training,

1576
01:18:49,650 --> 01:18:53,790
this could be, you know, a
effort that we're looking at

1577
01:18:53,790 --> 01:18:55,050
on a year-by-year basis.

1578
01:18:55,050 --> 01:18:58,230
It could be effort over the
course of the entire award,

1579
01:18:58,230 --> 01:19:01,173
like a multi-year award.

1580
01:19:02,520 --> 01:19:03,990
And so whichever one of those

1581
01:19:03,990 --> 01:19:05,883
is what we're looking at here.

1582
01:19:07,290 --> 01:19:09,510
And so how we calculate,

1583
01:19:09,510 --> 01:19:12,537
the easiest to look at this
is for a 12-month faculty,

1584
01:19:12,537 --> 01:19:14,910
and so you look at
whatever number of months

1585
01:19:14,910 --> 01:19:17,130
you're looking at times
the percent effort.

1586
01:19:17,130 --> 01:19:21,180
And so in the example I have here,

1587
01:19:21,180 --> 01:19:25,680
let's say you have a
PI who is seven months

1588
01:19:25,680 --> 01:19:27,870
into a period,

1589
01:19:27,870 --> 01:19:31,470
and in that seven months
they've committed three,

1590
01:19:31,470 --> 01:19:35,100
or in the course of the award period,

1591
01:19:35,100 --> 01:19:37,770
there's a three-month commitment.

1592
01:19:37,770 --> 01:19:42,770
So PeopleSoft would show
that 25% that's, you know,

1593
01:19:43,020 --> 01:19:47,190
three person months over the
course of a 12-month period.

1594
01:19:47,190 --> 01:19:51,750
And so you would multiply 7 x
0.25 to say that this person

1595
01:19:51,750 --> 01:19:56,250
has already worked 1.75 person months.

1596
01:19:56,250 --> 01:20:00,213
And then you're looking at the other way,

1597
01:20:01,050 --> 01:20:02,170
then you're looking at

1598
01:20:03,360 --> 01:20:06,420
what a remaining period would be.

1599
01:20:06,420 --> 01:20:11,400
And so let's say this PI
wants to reduce to 15%,

1600
01:20:11,400 --> 01:20:13,980
then you would say, well,
the remaining months

1601
01:20:13,980 --> 01:20:17,760
are five months left on this award period,

1602
01:20:17,760 --> 01:20:21,990
so it's 5 x 0.15, so
that's 0.75 person months.

1603
01:20:21,990 --> 01:20:24,010
So in this case, the projected effort

1604
01:20:24,010 --> 01:20:26,610
would be 2.5 person months.

1605
01:20:26,610 --> 01:20:29,370
You can also sort of flip
this around a little bit

1606
01:20:29,370 --> 01:20:34,370
if you want to do it as the,

1607
01:20:34,710 --> 01:20:39,210
if you wanna look at how large

1608
01:20:39,210 --> 01:20:41,460
of a reduction someone could have

1609
01:20:41,460 --> 01:20:43,930
before needing to trigger

1610
01:20:46,846 --> 01:20:48,480
a prior approval request.

1611
01:20:48,480 --> 01:20:53,480
You can basically do the
math backwards a bit as well

1612
01:20:54,090 --> 01:20:56,990
and look at...

1613
01:20:57,960 --> 01:21:02,960
Hold on, I had my math here,
but I moved it someplace.

1614
01:21:07,350 --> 01:21:09,393
Basically you can say, like,

1615
01:21:10,440 --> 01:21:14,040
75% of three person months,

1616
01:21:14,040 --> 01:21:18,450
and you would subtract the 1.75
person months already worked

1617
01:21:18,450 --> 01:21:20,190
and then that would leave you

1618
01:21:20,190 --> 01:21:23,100
with the number of person months remaining

1619
01:21:23,100 --> 01:21:24,870
that you would need to work

1620
01:21:24,870 --> 01:21:26,460
in order to meet your effort commitments

1621
01:21:26,460 --> 01:21:28,623
without a prior approval request needed,

1622
01:21:29,490 --> 01:21:32,910
and so then that would
allow you to then calculate

1623
01:21:32,910 --> 01:21:36,150
what percent effort would be remaining

1624
01:21:36,150 --> 01:21:38,610
for that award period.

1625
01:21:38,610 --> 01:21:40,383
So you can do it both ways.

1626
01:21:42,510 --> 01:21:46,140
And then if someone has an academic

1627
01:21:46,140 --> 01:21:47,880
versus a 12-month appointment,

1628
01:21:47,880 --> 01:21:49,920
it's the same basic idea.

1629
01:21:49,920 --> 01:21:52,470
You do the same thing, but in this case,

1630
01:21:52,470 --> 01:21:54,240
you are going to have to make sure

1631
01:21:54,240 --> 01:21:58,071
that you look at the periods in question

1632
01:21:58,071 --> 01:22:00,150
to make sure that you're not crossing over

1633
01:22:00,150 --> 01:22:02,160
between an academic and a summer period.

1634
01:22:02,160 --> 01:22:06,663
So for example, in this example,

1635
01:22:08,460 --> 01:22:11,700
if this was a nine-month faculty,

1636
01:22:11,700 --> 01:22:14,290
and that seven-month period

1637
01:22:15,270 --> 01:22:18,420
that has already occurred
was the entirety,

1638
01:22:18,420 --> 01:22:21,480
you know, basically was like,

1639
01:22:21,480 --> 01:22:25,890
whatever, October to May,

1640
01:22:25,890 --> 01:22:29,850
that is all within a
faculty's academic period.

1641
01:22:29,850 --> 01:22:32,310
However, if it crosses over

1642
01:22:32,310 --> 01:22:33,810
between the academic versus summer,

1643
01:22:33,810 --> 01:22:37,020
you need to make sure that you
were doing the calculations

1644
01:22:37,020 --> 01:22:40,110
for sort of both of their efforts

1645
01:22:40,110 --> 01:22:44,077
if they are split out as
separate in PeopleSoft

1646
01:22:45,026 --> 01:22:46,980
or if the percent effort is separate.

1647
01:22:46,980 --> 01:22:49,500
So you just sort of have to be wary

1648
01:22:49,500 --> 01:22:53,730
of the start and end dates
of the periods in question

1649
01:22:53,730 --> 01:22:54,880
that you're looking at.

1650
01:22:58,530 --> 01:23:00,900
But that's, you know,

1651
01:23:00,900 --> 01:23:03,060
these effort reduction calculations.

1652
01:23:03,060 --> 01:23:05,130
So Dawn, feel free to move on after that,

1653
01:23:05,130 --> 01:23:07,410
unless anyone has a question on it.

1654
01:23:07,410 --> 01:23:08,850
[Dawn] No, I didn't see
anything in the chat,

1655
01:23:08,850 --> 01:23:11,497
so there's not.

1656
01:23:13,230 --> 01:23:14,610
All right, I mentioned earlier

1657
01:23:14,610 --> 01:23:17,580
about looking at proposal information

1658
01:23:17,580 --> 01:23:20,193
or commitments on proposals in UVMClick,

1659
01:23:22,320 --> 01:23:24,450
and so I will show the navigation,

1660
01:23:24,450 --> 01:23:26,610
just some screen prints of
the navigation in a second,

1661
01:23:26,610 --> 01:23:29,010
but generally, it's here.

1662
01:23:29,010 --> 01:23:30,510
So you go to Grants,

1663
01:23:30,510 --> 01:23:32,910
click on Reports, Custom Reports,

1664
01:23:32,910 --> 01:23:34,350
and then in the search filter

1665
01:23:34,350 --> 01:23:37,560
enter Investigators on Proposals,

1666
01:23:37,560 --> 01:23:39,960
and you'll get these four proposals

1667
01:23:39,960 --> 01:23:42,540
or reporting options.

1668
01:23:42,540 --> 01:23:45,570
I generally suggest these bottom two,

1669
01:23:45,570 --> 01:23:48,813
but all of these are available for you.

1670
01:23:49,770 --> 01:23:51,303
So, I mean, you can look at,

1671
01:23:53,940 --> 01:23:56,580
and then once you get them you can filter

1672
01:23:56,580 --> 01:24:01,530
to just put in by your
faculty member's last name

1673
01:24:01,530 --> 01:24:03,900
and that'll bring up, you know...

1674
01:24:03,900 --> 01:24:05,670
Here, I can go to this.

1675
01:24:05,670 --> 01:24:08,970
So your Grants, go to
Reports, Customer Reports.

1676
01:24:08,970 --> 01:24:09,803
It'll bring up

1677
01:24:09,803 --> 01:24:11,670
and then you put in
Investigators on Proposals,

1678
01:24:11,670 --> 01:24:12,720
it'll bring these up.

1679
01:24:14,790 --> 01:24:17,880
Then you can put in the last name.

1680
01:24:17,880 --> 01:24:19,230
This defaults to something else,

1681
01:24:19,230 --> 01:24:20,490
I think maybe proposal number,

1682
01:24:20,490 --> 01:24:22,290
so you just change it to PI last name

1683
01:24:22,290 --> 01:24:24,450
and you can put that information here,

1684
01:24:24,450 --> 01:24:27,543
and you're really just focusing on,

1685
01:24:29,820 --> 01:24:32,250
again, in this one I did the PI only,

1686
01:24:32,250 --> 01:24:33,600
so do that one first.

1687
01:24:33,600 --> 01:24:35,730
Put their name, search,

1688
01:24:35,730 --> 01:24:38,790
and you're really only focusing
on pending sponsor review.

1689
01:24:38,790 --> 01:24:40,290
So you're gonna come up with everything,

1690
01:24:40,290 --> 01:24:42,753
whether it's awarded or unfunded.

1691
01:24:43,800 --> 01:24:45,477
I don't know all the other options,

1692
01:24:45,477 --> 01:24:47,340
but I think it'd probably
just be those three, right?

1693
01:24:47,340 --> 01:24:49,263
Pending, awarded, or unfunded.

1694
01:24:50,250 --> 01:24:52,990
You'd click on the funding proposal number

1695
01:24:54,990 --> 01:24:58,227
and kind of scroll down
past this flowchart,

1696
01:25:00,630 --> 01:25:05,010
and you'd click on the
working budget name.

1697
01:25:08,100 --> 01:25:10,080
That will open up a new screen,

1698
01:25:10,080 --> 01:25:13,560
and under the left-hand menu
you'd pick View Budgets.

1699
01:25:13,560 --> 01:25:14,937
The next left-hand side menu,

1700
01:25:14,937 --> 01:25:16,680
you click Personnel Costs

1701
01:25:16,680 --> 01:25:20,520
and then you'd get to
all the personnel pages.

1702
01:25:20,520 --> 01:25:23,610
And here it already is
going to be in percentages.

1703
01:25:23,610 --> 01:25:24,990
You're not gonna have the person months.

1704
01:25:24,990 --> 01:25:28,050
So this is really what
you would expect to see

1705
01:25:28,050 --> 01:25:30,840
once it gets into the PI Portal

1706
01:25:30,840 --> 01:25:32,700
it were to be awarded and set up.

1707
01:25:32,700 --> 01:25:37,700
So I tend to just do this,
again, for those two reports

1708
01:25:38,250 --> 01:25:42,600
and look at everything pending
for the faculty member.

1709
01:25:42,600 --> 01:25:44,730
I would suggest putting a comment

1710
01:25:44,730 --> 01:25:48,667
in the individual's documentation

1711
01:25:50,520 --> 01:25:52,350
so that you can have a conversation.

1712
01:25:52,350 --> 01:25:53,910
You know, put the proposal number,

1713
01:25:53,910 --> 01:25:58,050
the proposal period, the
commitment, and their role.

1714
01:25:58,050 --> 01:26:02,310
And then as you proceed
throughout the fiscal year,

1715
01:26:02,310 --> 01:26:04,410
go back to this, run it again

1716
01:26:04,410 --> 01:26:06,300
and see if there's anything new,

1717
01:26:06,300 --> 01:26:10,170
but if you still just see
the same pending proposals,

1718
01:26:10,170 --> 01:26:12,510
you know this commitment
amount isn't changing,

1719
01:26:12,510 --> 01:26:14,403
the role isn't changing,

1720
01:26:15,720 --> 01:26:16,740
the time period isn't changing,

1721
01:26:16,740 --> 01:26:17,573
but you could just have the conversation.

1722
01:26:17,573 --> 01:26:19,740
"All right, have you heard
anything on any of these?

1723
01:26:19,740 --> 01:26:21,420
Are any of these unfunded?"

1724
01:26:21,420 --> 01:26:22,897
You could put a note here just saying,

1725
01:26:22,897 --> 01:26:27,210
"Unfunded, contact your
SPA RA to get that moved

1726
01:26:27,210 --> 01:26:30,510
from pending sponsor
approval to unfunded."

1727
01:26:30,510 --> 01:26:32,767
Or you could put another note here saying,

1728
01:26:32,767 --> 01:26:34,590
"This one has been awarded.

1729
01:26:34,590 --> 01:26:36,120
We don't have the award document.

1730
01:26:36,120 --> 01:26:38,313
We need to request our advanced account.

1731
01:26:40,050 --> 01:26:43,290
Because the start date has already passed,

1732
01:26:43,290 --> 01:26:45,837
we need to get this set up and moving."

1733
01:26:46,950 --> 01:26:48,870
So those would be my
recommendations for this,

1734
01:26:48,870 --> 01:26:53,870
and really, after you're
done with the proposal piece,

1735
01:26:54,960 --> 01:26:57,480
you'd wanna really document everything.

1736
01:26:57,480 --> 01:27:01,860
So this is a good example
of a note to enter.

1737
01:27:01,860 --> 01:27:04,590
So, "Quarterly review was done.

1738
01:27:04,590 --> 01:27:07,050
We reviewed all commitments
and actual effort

1739
01:27:07,050 --> 01:27:09,300
and there were no effort
corrections needed

1740
01:27:09,300 --> 01:27:12,210
for the last quarter or the
upcoming quarter for him,"

1741
01:27:12,210 --> 01:27:16,020
the PI or your faculty member.

1742
01:27:16,020 --> 01:27:18,900
Second note, "We need to
initiate a no-cost extension

1743
01:27:18,900 --> 01:27:20,037
for project 12345."

1744
01:27:20,910 --> 01:27:24,570
Third comment was,
"Reviewed personnel effort

1745
01:27:24,570 --> 01:27:27,360
on his projects and
graduate student Jane Smith

1746
01:27:27,360 --> 01:27:30,483
is not distributed on project 9754.

1747
01:27:31,680 --> 01:27:33,990
Notified the department administrator

1748
01:27:33,990 --> 01:27:37,710
via Notified button on
such and such date."

1749
01:27:37,710 --> 01:27:40,380
So you're really looking
at the individual's effort,

1750
01:27:40,380 --> 01:27:42,963
listing your action items, noting any,

1751
01:27:46,410 --> 01:27:49,170
that you've done the review
of the personnel effort

1752
01:27:49,170 --> 01:27:51,663
on their projects and any
action items for that.

1753
01:27:53,310 --> 01:27:57,450
I will also mention, you can
use this Comments feature

1754
01:27:57,450 --> 01:27:58,680
for other things.

1755
01:27:58,680 --> 01:28:00,333
So if you have,

1756
01:28:03,120 --> 01:28:04,320
like, really effort-related,

1757
01:28:04,320 --> 01:28:06,360
you know, do they have a startup package

1758
01:28:06,360 --> 01:28:08,100
and they have a grad student on that,

1759
01:28:08,100 --> 01:28:09,757
and you say, they say,

1760
01:28:09,757 --> 01:28:12,540
"All right, well, once my
startup package is spent out,

1761
01:28:12,540 --> 01:28:15,270
this grad student will
be applying their effort

1762
01:28:15,270 --> 01:28:18,480
to grant 123456.

1763
01:28:18,480 --> 01:28:20,223
Keep an eye on that budget to know

1764
01:28:20,223 --> 01:28:21,810
when to move this grad student."

1765
01:28:21,810 --> 01:28:23,950
So anything that would help you

1766
01:28:25,050 --> 01:28:28,140
or the PI or your faculty member

1767
01:28:28,140 --> 01:28:31,500
in administering not only their award

1768
01:28:31,500 --> 01:28:33,780
but any awards or effort,

1769
01:28:33,780 --> 01:28:37,380
their effort and any effort
of anyone they oversee,

1770
01:28:37,380 --> 01:28:39,213
is a fair game to put in here.

1771
01:28:40,200 --> 01:28:42,660
I mean, obviously auditors
can see what we put,

1772
01:28:42,660 --> 01:28:45,180
so here, don't put something
that's gonna get us in trouble,

1773
01:28:45,180 --> 01:28:47,460
but anything that's useful for you

1774
01:28:47,460 --> 01:28:50,280
to trigger those conversations
for the next quarter,

1775
01:28:50,280 --> 01:28:52,830
or if you have multiple
people helping faculty,

1776
01:28:52,830 --> 01:28:55,080
that they can see all
that information there.

1777
01:28:58,110 --> 01:28:59,310
Pivoting back to proposals though,

1778
01:28:59,310 --> 01:29:00,750
like, some recommended discussion points

1779
01:29:00,750 --> 01:29:02,280
related to proposals are,

1780
01:29:02,280 --> 01:29:04,590
will my pending proposal affect my ability

1781
01:29:04,590 --> 01:29:06,690
to meet my commitments

1782
01:29:06,690 --> 01:29:08,670
on current active sponsored agreements?

1783
01:29:08,670 --> 01:29:09,690
Should it be awarded?

1784
01:29:09,690 --> 01:29:11,400
So having those conversations

1785
01:29:11,400 --> 01:29:15,120
and getting ahead of the
game of what you might need

1786
01:29:15,120 --> 01:29:19,230
to be prepared to get sponsor approval

1787
01:29:19,230 --> 01:29:21,390
on other awards.

1788
01:29:21,390 --> 01:29:23,370
Should I communicate
effort commitment changes

1789
01:29:23,370 --> 01:29:27,180
to the sponsor to proactively
address reductions

1790
01:29:27,180 --> 01:29:30,360
of effort and/or disengagements
longer than three months?

1791
01:29:30,360 --> 01:29:31,920
Kind of (chuckles) related to the comment

1792
01:29:31,920 --> 01:29:33,750
I just talked about.

1793
01:29:33,750 --> 01:29:35,280
Should I request an advance account

1794
01:29:35,280 --> 01:29:37,590
if anything has been
awarded by the sponsor

1795
01:29:37,590 --> 01:29:38,973
but not received yet?

1796
01:29:40,020 --> 01:29:42,660
And have the sponsors communicated

1797
01:29:42,660 --> 01:29:44,820
that any pending proposals
will not be funded?

1798
01:29:44,820 --> 01:29:46,710
And again, reach out to your RA

1799
01:29:46,710 --> 01:29:50,430
if any of those should be updated

1800
01:29:50,430 --> 01:29:52,353
from pending proposal to unfunded.

1801
01:29:54,150 --> 01:29:55,920
So again, you prepare,

1802
01:29:55,920 --> 01:29:57,450
you look at the individual's effort,

1803
01:29:57,450 --> 01:29:59,850
you look at the personnel
on their projects,

1804
01:29:59,850 --> 01:30:02,550
and make sure their effort
is accurate, complete,

1805
01:30:02,550 --> 01:30:05,127
and identify your action items

1806
01:30:05,127 --> 01:30:07,710
and document that,

1807
01:30:07,710 --> 01:30:09,960
and you just keep going
through each quarter.

1808
01:30:13,350 --> 01:30:15,990
Rhonda said, "Can you delete
a message once it's put in?"

1809
01:30:15,990 --> 01:30:17,070
Yes, you can.

1810
01:30:17,070 --> 01:30:19,770
So I can go back, oh, I
don't have it displayed,

1811
01:30:19,770 --> 01:30:23,700
but there's, where you had
the + button to add a comment,

1812
01:30:23,700 --> 01:30:27,300
there's a negative button and
you can just delete it there,

1813
01:30:27,300 --> 01:30:28,133
but save it. (chuckles)

1814
01:30:28,133 --> 01:30:29,990
I think if you delete but don't save it,

1815
01:30:29,990 --> 01:30:31,473
it will still be there.

1816
01:30:34,170 --> 01:30:36,120
All right, did anybody else
have any other questions?

1817
01:30:36,120 --> 01:30:37,410
I will read through the comments

1818
01:30:37,410 --> 01:30:39,690
to see if I can address anything that,

1819
01:30:39,690 --> 01:30:42,003
or add any more context to anything.

1820
01:30:43,290 --> 01:30:45,660
If any other questions come up

1821
01:30:45,660 --> 01:30:48,390
throughout your reviews or over time,

1822
01:30:48,390 --> 01:30:49,890
feel free to reach out to me.

1823
01:30:49,890 --> 01:30:52,665
If you guys have any feedback
on what you're seeing

1824
01:30:52,665 --> 01:30:57,510
in both pieces, you know,

1825
01:30:57,510 --> 01:31:01,260
I guess the PI Portal and the
sponsored project commitments

1826
01:31:01,260 --> 01:31:06,260
that could help improve your
ability to do these reviews,

1827
01:31:06,420 --> 01:31:10,170
let us know and we can see what we can do

1828
01:31:10,170 --> 01:31:12,540
of getting different information in there

1829
01:31:12,540 --> 01:31:13,920
or additional information.

1830
01:31:13,920 --> 01:31:16,777
So Angela had a question.

1831
01:31:16,777 --> 01:31:18,870
"I have a question that
might be easier..."

1832
01:31:18,870 --> 01:31:20,250
All right, we can, (laughs)

1833
01:31:20,250 --> 01:31:25,200
-did you wanna ask it now or?
-[Angela] Yeah.

1834
01:31:25,200 --> 01:31:27,368
[Dawn] Yeah, okay, go for it.

1835
01:31:27,368 --> 01:31:31,260
[Angela] So it applies to PIs

1836
01:31:31,260 --> 01:31:33,303
who are normally below 1.0 FTE,

1837
01:31:34,920 --> 01:31:38,610
and you may not be able to answer this,

1838
01:31:38,610 --> 01:31:40,890
but I was wondering how the system works

1839
01:31:40,890 --> 01:31:43,530
when they get a new appointment letter

1840
01:31:43,530 --> 01:31:45,480
where their FTE changes.

1841
01:31:45,480 --> 01:31:49,620
Is it best to wait for that
FTE to change in job data

1842
01:31:49,620 --> 01:31:52,230
before updating their distribution,

1843
01:31:52,230 --> 01:31:55,350
or is it okay to update their distribution

1844
01:31:55,350 --> 01:31:57,093
and wait for that to change?

1845
01:31:59,730 --> 01:32:00,563
I just don't know

1846
01:32:00,563 --> 01:32:01,649
-how the system-
-[Dawn] I wonder if Katrina

1847
01:32:01,649 --> 01:32:03,540
would have any different...

1848
01:32:03,540 --> 01:32:07,140
I would think you'd want to have

1849
01:32:07,140 --> 01:32:11,200
the job data updated first

1850
01:32:12,360 --> 01:32:15,033
and then get the distribution in there,

1851
01:32:16,012 --> 01:32:18,810
and it's all the same employee record.

1852
01:32:18,810 --> 01:32:20,370
Is that accurate?

1853
01:32:20,370 --> 01:32:21,203
[Angela] Yes.

1854
01:32:21,203 --> 01:32:22,036
[Dawn] Yeah.

1855
01:32:24,180 --> 01:32:26,160
There's no policy on it.
I'll put it this way.

1856
01:32:26,160 --> 01:32:29,760
So like, either way we
can do it, it's defendable

1857
01:32:29,760 --> 01:32:32,652
of what happens during
the transactional process.

1858
01:32:32,652 --> 01:32:33,485
I mean...

1859
01:32:35,640 --> 01:32:36,712
[Angela] I think my concern is,

1860
01:32:36,712 --> 01:32:37,545
[Dawn] Yeah.

1861
01:32:37,545 --> 01:32:41,850
[Angela] if I enter the
distribution into the system,

1862
01:32:41,850 --> 01:32:45,300
is it going to calculate
that on the old FTE

1863
01:32:45,300 --> 01:32:47,040
if it's not updated in job data,

1864
01:32:47,040 --> 01:32:51,160
which would then hit the
grant disproportionately?

1865
01:32:51,160 --> 01:32:52,833
[Dawn] Yeah, it will.

1866
01:32:53,940 --> 01:32:56,850
But, like, either way is
just, it's defendable,

1867
01:32:56,850 --> 01:32:58,890
and I think it would be best, personally,

1868
01:32:58,890 --> 01:33:00,510
to wait till it's updated

1869
01:33:00,510 --> 01:33:04,350
and then wait till the job data is updated

1870
01:33:04,350 --> 01:33:05,880
and then do the distribution.

1871
01:33:05,880 --> 01:33:09,600
But if it doesn't happen that way,

1872
01:33:09,600 --> 01:33:12,753
we're not gonna be in
trouble as an institution,

1873
01:33:13,740 --> 01:33:15,960
because it's still, there
isn't a policy around it.

1874
01:33:15,960 --> 01:33:19,113
It's all gonna be done timely
(chuckles) in theory, right?

1875
01:33:21,134 --> 01:33:22,770
So I wouldn't, like, stress about it,

1876
01:33:22,770 --> 01:33:25,200
but my recommendation is to
let job data get done first

1877
01:33:25,200 --> 01:33:26,673
and then do the distribution.

1878
01:33:27,510 --> 01:33:30,000
[Angela] I think my concern is if it's,

1879
01:33:30,000 --> 01:33:31,770
will it go back and correct the grant then

1880
01:33:31,770 --> 01:33:33,780
if it hit disproportionately-

1881
01:33:33,780 --> 01:33:34,851
[Dawn] It will.

1882
01:33:34,851 --> 01:33:36,030
[Angela] (indistinct) It will?

1883
01:33:36,030 --> 01:33:36,863
[Dawn] Yeah.

1884
01:33:36,863 --> 01:33:39,270
So Katrina's very good at making sure

1885
01:33:39,270 --> 01:33:43,410
what was the individual paid
during the previous payrolls,

1886
01:33:43,410 --> 01:33:44,970
what should they have been paid,

1887
01:33:44,970 --> 01:33:47,130
and getting that updated accordingly.

1888
01:33:47,130 --> 01:33:51,520
So her and I work very
closely on things like that

1889
01:33:52,380 --> 01:33:54,270
to make sure it all looks correct

1890
01:33:54,270 --> 01:33:56,403
and it's charged accurately.

1891
01:33:57,300 --> 01:33:58,410
[Angela] Okay, thank you.

1892
01:33:58,410 --> 01:33:59,910
[Dawn] Yeah, so either way you do it,

1893
01:33:59,910 --> 01:34:01,413
it will get charged correctly.

1894
01:34:02,280 --> 01:34:05,490
There's random scenarios
that stuff happens,

1895
01:34:05,490 --> 01:34:08,073
but her and I,

1896
01:34:10,275 --> 01:34:13,410
we communicate on them to make
sure we get things corrected

1897
01:34:13,410 --> 01:34:15,240
and that it looks correct,

1898
01:34:15,240 --> 01:34:16,590
but so, either way you do it,

1899
01:34:16,590 --> 01:34:19,650
it should be correct,
(chuckles) is what I wanna say.

1900
01:34:19,650 --> 01:34:21,510
[Angela] I'm finding
with many of my people,

1901
01:34:21,510 --> 01:34:24,663
if I wait for job data it
will no longer be timely.

1902
01:34:26,880 --> 01:34:27,810
[Dawn] That's true.

1903
01:34:27,810 --> 01:34:32,673
But your Cost Transfer form,

1904
01:34:33,750 --> 01:34:38,280
that's a, what's the word?

1905
01:34:38,280 --> 01:34:40,020
I don't know why this word is escaping me.

1906
01:34:40,020 --> 01:34:41,250
It's a...

1907
01:34:41,250 --> 01:34:42,550
[Participant] Extenuating circumstance.

1908
01:34:42,550 --> 01:34:43,949
[Dawn] Thank you! (laughs)

1909
01:34:43,949 --> 01:34:45,703
Like, I say this every day. (laughs)

1910
01:34:45,703 --> 01:34:46,573
Thank you, yeah,

1911
01:34:46,573 --> 01:34:50,100
so that is a very reasonable
extenuating circumstance

1912
01:34:50,100 --> 01:34:51,840
of why it's late and that
would just get approved.

1913
01:34:51,840 --> 01:34:53,163
It's out of your control.

1914
01:34:55,440 --> 01:34:56,589
[Angela] Thank you. That helps.

1915
01:34:56,589 --> 01:35:00,490
[Dawn] No problem. All right.

1916
01:35:00,490 --> 01:35:02,580
[Josh] Yeah, I can answer
Anne-Marie's question.

1917
01:35:02,580 --> 01:35:03,720
I was typing out an answer

1918
01:35:03,720 --> 01:35:05,945
and I realized I can just say it.

1919
01:35:05,945 --> 01:35:06,778
[Dawn] Okay. (chuckles)

1920
01:35:06,778 --> 01:35:07,611
[Josh] So Anne-Marie's asking,

1921
01:35:07,611 --> 01:35:10,890
"If we propose 10% effort for
six months in the proposal,

1922
01:35:10,890 --> 01:35:14,430
the sponsor awards three months,

1923
01:35:14,430 --> 01:35:16,770
so long as it's, in this
case, it's a fixed one

1924
01:35:16,770 --> 01:35:20,343
with no effort commitment in the award,

1925
01:35:22,110 --> 01:35:25,560
basically, are we supposed
to adjust the effort

1926
01:35:25,560 --> 01:35:28,200
so that it's 10% for the three months,

1927
01:35:28,200 --> 01:35:32,700
or it's 10% worth of what
would be 10% worth of effort

1928
01:35:32,700 --> 01:35:34,650
for six months into three months?"

1929
01:35:34,650 --> 01:35:38,490
Now, the answer for something
this specific situation,

1930
01:35:38,490 --> 01:35:40,410
where we have no effort commitment

1931
01:35:40,410 --> 01:35:42,510
that we made to the sponsor

1932
01:35:42,510 --> 01:35:45,570
and there's no effort
commitment included in the award

1933
01:35:45,570 --> 01:35:46,740
and it's fixed price,

1934
01:35:46,740 --> 01:35:50,313
is I would do whatever the
PI wants to do in this case,

1935
01:35:51,510 --> 01:35:56,510
because there is no
effort commitment here.

1936
01:35:57,390 --> 01:35:58,770
It would probably make the most sense

1937
01:35:58,770 --> 01:36:00,420
from an ease standpoint

1938
01:36:00,420 --> 01:36:03,450
of just putting in 10% for three months,

1939
01:36:03,450 --> 01:36:07,500
and then if the PI needs more time

1940
01:36:07,500 --> 01:36:08,550
or needs more effort,

1941
01:36:08,550 --> 01:36:12,333
then they can add it,
especially because it's fixed.

1942
01:36:13,860 --> 01:36:15,300
That's what I would do in this case,

1943
01:36:15,300 --> 01:36:18,693
but it's sort of up to what the PI wants,

1944
01:36:20,790 --> 01:36:25,450
if there's no commitments
that we made in the proposal

1945
01:36:26,400 --> 01:36:30,513
that we sent to the sponsor
and in the award document.

1946
01:36:32,490 --> 01:36:33,630
So that's what I would do.

1947
01:36:33,630 --> 01:36:35,880
-[Dawn] Yeah, I agree.
-[Josh] And obviously

1948
01:36:35,880 --> 01:36:37,440
there needs to be minimum effort,

1949
01:36:37,440 --> 01:36:40,920
because it still follows
UVM effort policy,

1950
01:36:40,920 --> 01:36:44,727
but in this case, just beyond that,

1951
01:36:44,727 --> 01:36:46,353
ask the PI what they wanna do.

1952
01:36:47,515 --> 01:36:48,480
[Dawn] Yeah, and the important piece there

1953
01:36:48,480 --> 01:36:51,210
is going back to what does
the award document say,

1954
01:36:51,210 --> 01:36:54,453
or what was proposed to the sponsor?

1955
01:36:55,560 --> 01:36:59,947
And so if there's no
commitment, the faculty feels,

1956
01:36:59,947 --> 01:37:01,680
"All right, well, it's
now only three months,

1957
01:37:01,680 --> 01:37:03,540
so I have to get everything
done in three months,"

1958
01:37:03,540 --> 01:37:06,720
what do they feel they to do for that?

1959
01:37:06,720 --> 01:37:08,520
-And-
-[Josh] Yeah,

1960
01:37:08,520 --> 01:37:12,600
and what I say for best
practices too, for a fixed,

1961
01:37:12,600 --> 01:37:14,520
especially if we know
something's gonna be fixed,

1962
01:37:14,520 --> 01:37:16,320
is don't send,

1963
01:37:16,320 --> 01:37:18,990
basically, we don't send them any budget,

1964
01:37:18,990 --> 01:37:21,363
we don't send them any effort information,

1965
01:37:22,530 --> 01:37:24,240
and it's pretty clear

1966
01:37:24,240 --> 01:37:27,840
that what we put in the
funding proposal budget

1967
01:37:27,840 --> 01:37:28,950
is just illustrative.

1968
01:37:28,950 --> 01:37:31,740
It's sort of illustrative
of what we think is needed

1969
01:37:31,740 --> 01:37:33,063
to get the work done,

1970
01:37:33,900 --> 01:37:36,693
but it doesn't represent a
real commitment to anyone.

1971
01:37:37,590 --> 01:37:42,330
Yeah, I mean, even if it
ended up, like, being 30%,

1972
01:37:42,330 --> 01:37:44,000
they're not gonna give
us the money for that.

1973
01:37:44,000 --> 01:37:45,360
It still needs to get done.

1974
01:37:45,360 --> 01:37:47,400
Like, fixed prices are a little different

1975
01:37:47,400 --> 01:37:49,110
and tricky in that way.

1976
01:37:49,110 --> 01:37:51,060
But I also, I meant to mention

1977
01:37:51,060 --> 01:37:55,980
that I do still plan
to get the presentation

1978
01:37:55,980 --> 01:37:58,893
from Part 1 up on our website as well.

1979
01:38:00,780 --> 01:38:02,910
I'll probably submit both
of these presentations,

1980
01:38:02,910 --> 01:38:05,640
'cause Part 1 was really about, you know,

1981
01:38:05,640 --> 01:38:09,180
how does a commitment get
proposed to the sponsor

1982
01:38:09,180 --> 01:38:11,850
and what are the ramifications
on the way it gets proposed?

1983
01:38:11,850 --> 01:38:14,220
So I think if anybody here wasn't part

1984
01:38:14,220 --> 01:38:17,703
of that Part 1 training
and would like to see that,

1985
01:38:18,990 --> 01:38:21,360
maybe just put your name in the chat

1986
01:38:21,360 --> 01:38:24,150
and I can let you know
when it's available,

1987
01:38:24,150 --> 01:38:28,173
or just know that it'll be
coming in a couple weeks.

1988
01:38:30,180 --> 01:38:34,740
Up here on the screen I do
have some other supports,

1989
01:38:34,740 --> 01:38:35,880
central support available.

1990
01:38:35,880 --> 01:38:36,960
So you have, like I said,

1991
01:38:36,960 --> 01:38:38,940
our Effort Management Reporting website.

1992
01:38:38,940 --> 01:38:40,920
There's some overviews, policy,

1993
01:38:40,920 --> 01:38:42,750
effort verification user guides.

1994
01:38:42,750 --> 01:38:44,820
There's some FAQs,

1995
01:38:44,820 --> 01:38:47,550
and then you can always
reach out to our office,

1996
01:38:47,550 --> 01:38:49,710
and actually, I should have
put SPA up here as well,

1997
01:38:49,710 --> 01:38:54,330
'cause some things, like
definitely the sponsor approval

1998
01:38:54,330 --> 01:38:55,920
and any other questions,

1999
01:38:55,920 --> 01:38:59,310
you guys know to go to them already.

2000
01:38:59,310 --> 01:39:03,134
And I think that's...

2001
01:39:03,134 --> 01:39:07,301
Oh, maybe (mutters indistinctly).

2002
01:39:09,000 --> 01:39:11,700
Oh, so, yeah, I mean,
it's kinda open lab time,

2003
01:39:11,700 --> 01:39:14,010
if you guys wanted to
poke around in there,

2004
01:39:14,010 --> 01:39:16,170
if you haven't already been doing so.

2005
01:39:16,170 --> 01:39:18,450
I'll finally put my
camera on so you can see,

2006
01:39:18,450 --> 01:39:20,254
for those of you who don't know me

2007
01:39:20,254 --> 01:39:22,350
or haven't worked with me yet.

2008
01:39:22,350 --> 01:39:23,183
Many of you I have been working with

2009
01:39:23,183 --> 01:39:25,530
almost for, like, 15
years now at this point,

2010
01:39:25,530 --> 01:39:28,320
but some of you guys, I
haven't worked with you yet.

2011
01:39:28,320 --> 01:39:31,320
So I am Dawn, and thank you, guys,

2012
01:39:31,320 --> 01:39:33,240
for attending our training today.

2013
01:39:33,240 --> 01:39:35,010
Hopefully it was helpful.

2014
01:39:35,010 --> 01:39:37,023
But yeah, reach out with any questions.