July 2009

Effort Reporting – ECRT Overview

Jim LutherAVP Finance

Effort Reporting Environment• Externally

– Numerous findings at peers institutions (Hopkins, Cornell, Vanderbilt, Yale, etc.)

– Continued focus in OIG Work-plans (NIH, NSF, DHHS)

• Internally– Complex effort environment due to inherent nature of

Academic Medical Center and active research faculty in many campus departments

– School of Medicine complexity further exacerbated by PDC and VA activities

ECRT Overview• ECRT - Effort Management System:

– Certification, budget management, compliance management, reporting, commitment management (future)

• Scope – June 30, 2009 – Effort Certification– Total Professional Effort (TPE): VA, PDC, University– Effort Supporting DU Hospitals (GL account 600200)

– Integrated Cost Transfer functionality– Management Reporting

• Future Functionality– Commitment Management– Other Support/Pending Documentation– VA MOU Management

What Does This Mean To You?• Current Process

– Annual “Certification- centric” perspective

– Paper- based– Lack of integration

with other financial and research systems

– Manual distribution and collection process

• Future Process– “Effort Management”

focused– Online, web access to

view and manage effort throughout the year

– Quarterly e-mail notifications

– Integrated with other systems

– Enhanced Reporting

Effort Certification Process FlowE

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Scope and Functionality Scope and Functionality UpdateUpdate

ECRT Will be Tab in Duke@Work

Certifiers can access their effort card three ways:

• Duke@Work• E-mail link• Link on MyResearch Tool

Enter/change TPE for past year and for upcoming year

View Weighted Avg TPE based on TPE entry during FY

Effort Statement available for certification

Weighted Avg based on Payroll Data from SAP

Certifier can enter changed effort if required; must click on checkboxes to certify all effort

Effort Supporting Duke Effort Supporting Duke University HospitalsUniversity Hospitals

(GL Account 600200)(GL Account 600200)

Quarterly Email Notification is sent out

Clicking on the Link takes the user to their Medicare Card

DUHS Approval

Departmental Tools to Departmental Tools to Facilitate Management of Facilitate Management of Effort Reporting ProcessEffort Reporting Process

Track Status of Certifiers

Manage Secondary Effort Coordinators

Manage Status of Certifiers within Effort Coordinator’s Department

Salary Cost Transfers Can be Entered in ECRT during Effort Certification and will automatically create iForms Cost Distribution transactions

Training Plan – Key Assumptions• Departmental Effort Coordinators (400)

– Computer lab-based training starting in June (4 – 6 hours)

• Certifiers (8,000)– Online web-based training starting in early

August

•Training Focus will vary based on Campus vs. SOM (Clinical vs. Basic Science)

Timeline

• Training:– Coordinators - Anticipate 4 – 8 hours of lab

based training: ~June 2009– Certifiers – Online: ~August 2009

• Go-Live (System available for coordinators): ~July 1st

• Effort e-mails distributed: ~Mid-August• FY09 Effort certification closes: ~Mid-

September