Effort Administrator supports multiple implementation methods in terms of how data is loaded, reviewed, and certified. Data can be loaded via a data import process or by manual data entry. Data imports are controlled by client specific interfaces to their payroll, general ledger, human resources, or grant management systems. Data entry systems allow the manual entry of employee effort distribution records, cost sharing rules, and committed effort information. Information can be reviewed by project or employee; in summary or transaction level; by month, pay period, or certification period; as well as by sponsored projects or institutional (hard) money. The certification process supports multiple certification calendars and may be configured for one or more signatures.
Electronic import processes are customized for each installation. The diagram shown above depicts a payroll import that loads data by pay period and calculates percent effort from computed percent of salary. Cost sharing data is also calculated and distributed to the correct funding sources according to an algorithm in the import process. Cost sharing algorithms can be configured two ways. In cases where the institutions payroll records identify cost shared payroll distributions, the cost shared records are imported “as is.” Otherwise, cost shared allocation percentage information stored in a user maintained cost share table or in the IT Works Grant Module is used to create cost shared effort records.
Committed effort records are merged with the imported payroll and cost sharing records to provide a complete assessment of an employee’s data for each certification period. The committed effort data can be combined with previously manually entered data sets, imported from an existing grant management system, or extracted from the IT Works Grant Module. This comprehensive data set is organized and displayed for easy review, (and is some cases modified) and then approved via a multi-level effort certification and approval process. After completing the certification process, certified effort statements can be printed, exported, or viewed on-line.
Manual Data Entry of Employee Time and Effort Records
Effort Administrator allows employees (typically administrators) to manually enter effort distribution records directly into Effort Administrator. The data entry systems provide forms for entering employee records by certification period. Examples of information entered include funding sources, percent of effort, cost sharing allocations, and committed effort for each employee. Procedures for copying records from prior periods reduce data entry time.
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