department representative training...facet department representative training agenda introduction...
TRANSCRIPT
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FACETDepartment Representative Department Representative
Training
March/April 2009
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FACET Department Representative TrainingAgenda� Introduction
� Effort Certification Overview
� Q & A� Q & A
� New World of Effort Certification
� FACET Application Tour – Part 1
� Break
� FACET Application Tour – Part 2
� OMNI Training Site
� Parature Help Tickets
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Introduction
Faculty Assignments Commitments and Commitments and Effort Certification Tracking
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Introduction
FACET Implementation
Vendor selection: Fall 2007
Design/Project Initiation: May 2008
Configuration/Testing: September 2008
Go Live: March 2009
FACET Cycle for Fall 2008
� Open: Coordinated with Financials Upgrade – beginning of April
� Duration: 4 weeks
� Training Schedules
– Department Rep - March 17 through March 27 (5 classes being offered)
– Faculty – March 31 through April 2 (3 classes being offered)
– Register via the Training Server
– Schedule with times/locations available on the OMNI Training Website
� Drop In Lab Sessions
– Daily schedule throughout the cycle
– Student Services Building Room 301
– Please RSVP via the on-line poll (will be advertised once live!)4FACET
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Introduction
– College of Education– College of Information– College of Medicine– College of Business
– Computational Science
– VP of Research– CAPS
FACET Focus Group
– College of Business– Dean of Arts &
Sciences– College of Music– Chemistry– English– Magnet Lab– College of Engineering
– CAPS– Audit Services– Graduate Studies– College of Law– Social Work– Religion– Psychology– College of Human
Sciences
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Effort CertificationEffort CertificationOverview
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Effort Certification Overview
Objectives
� Explain why effort certification really matters
Clarify the relationship between the � Clarify the relationship between the various administrative processes
– Assignment of Responsibilities
– Commitments on Sponsored Projects
– Effort Reporting/Certification Process
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Effort Certification Overview
Objectives (cont.)
� Dispel some preconceived notions that influence how effort certification is currently being consideredcurrently being considered
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Effort Certification Overview
Why it matters…
� Why do we bother with effort certification?– Demonstrate compliance with Florida’s 12-hour law through reporting
to Board of Governors (s. 1012.945 Required number of Classroom teaching hours for university faculty members, Florida Statutes)teaching hours for university faculty members, Florida Statutes)
“ Each full-time equivalent teaching faculty member at a university who is paid wholly from state funds shall teach a minimum of 12 classroom contact hours per week at such university. However, any faculty member who is assigned by his or her departmental chair or other appropriate university administrator professional responsibilities and duties in furtherance of the mission of the university shall teach a minimum number of classroom contact hours in proportion to 12 classroom hours per week as such especially assigned aforementioned duties and responsibilities bear to 12 classroom contact hours per week. Any full-time faculty member who is paid partly from state funds and partly from other funds or appropriations shall teach a minimum number of classroom contact hours in such proportion to 12 classroom contact hours per week as his or her salary paid from state funds bears to his or her total salary. In determining the appropriate hourly weighting of assigned duties other than classroom contact hours, the universities shall develop and apply a formula designed to equate the time required for non-classroom duties with classroom contact hours.”
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Effort Certification Overview
Why it matters…– Satisfy Federal requirements (OMB Circular A-21, J.
10)
• Support Salary Charged/Credited to Sponsored Projects
• Demonstrate compliance with commitments made to agencies
PARS – FSU’s current online system has been in place since the 1980’s
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Effort Certification Overview
The relationship between the Assignment of Responsibilities, Assignment of Responsibilities,
Commitments on Sponsored Projects and Effort
Reporting/Certification
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Assignment of Responsibilities (AOR)
Represents 100% of
your work related to
your University
appointment/pay for appointment/pay for
the semester
Represents the
portion of the 100%
dedicated to a
specific task for the
semester
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Bookends for the Process
Assignment of Responsibility
Realistic
Effort Certification
Accurate Realistic Prediction of how a faculty member will spend his/her time
Accurate Reflection of how a faculty member actually spent his/her time
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Faculty Contract Lifecycle
Assignment of Responsibility
(Usually in spring)
Enter Appointment with Funding
This is what we’ve
agreed a faculty
member will do in
proportionInstructionFunding
(Usually in late July)
Work /
Get Paid
Effort Certification
Instruction
Administrative
Research
Etc.
This is the relative
amount of time the
faculty member actually
spent on each of his/her
assignments during the
semester 14FACET
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Sponsored Project Lifecycle
Proposal
Award
What proportion of
a faulty member’s
time has been
proposed to spend
on this project?
Funded
Defines the
proportion of a
Appointment
Work/Get Paid
Effort Certification
Funded
Mandatory Cost Share
Voluntary Cost Share
proportion of a
faculty member’s
time committed to
spend on this
project What proportion of a
faculty member’s time
actually was spent on
this project?
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Parallels?
Assignment of Responsibilities
Appointment
Project Commitments
AppointmentAppointment
Work/Pay
Effort Certification
Appointment
Work/Pay
Effort Certification
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Salary Funding
� Funding decisions are made in advance based on how work is assigned and the expectation of how an employee is to expectation of how an employee is to spend their time.
� At the end of the term, it may become apparent through the effort certification process that the estimate for sponsored research effort was not correct and a funding adjustment may be required.
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Effort Certification
� Effort certification is an after-the-fact confirmation of how an employee actually spent 100 % of their time.spent 100 % of their time.
� Per OMB Circular A-21, “the reports will be signed by the employee, principal investigator, or responsible official(s) using suitable means of verification that the work was performed.”
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Reasonable Estimates
• A-21 recognizes that, “in an academic setting, teaching, research, service, and administration are often inextricably administration are often inextricably intermingled. A precise assessment of factors that contribute to costs is not always feasible, nor it is expected. Reliance, therefore, is placed on estimates in which a degree of tolerance is appropriate.”
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Preconceived Notions Preconceived Notions related to AORs and Effort Reporting
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Preconceived Notions
Preconceived Notion
� AORs for instruction is simply based on a 40-hour work week.• “Faculty members are
Reality
• AORs are intended to accurately reflect the agreed upon use of the faculty member’s time • “Faculty members are
expected to work a minimum of 40 hours per week, and therefore scheduled hours do not normally exceed 40 hours per week. However, the professional obligation of each faculty member is comprised of both scheduled and non-scheduled activities.”
faculty member’s time for the upcoming academic year.
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Preconceived Notions related to Effort Certification
Preconceived Notion
� A 3 credit hour class must be assigned and reported as 25% assignment/effort for
Reality
� If you teach a 3 credit hour class, report the actual amount of effort the course requiredassignment/effort for
that class
course required� There is no minimum or
maximum
• In Fall and Spring there will be warning messages when the effort entered compared to the contact hours is outside of established ranges. No adjustment will be required.
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Preconceived Notions related to Effort Certification
Preconceived Notion
� Effort certification has no real relationship to how a faculty member spent his/her time.
Reality
� Effort certification is to accurately reflect how a faculty member spent his/her time during the spent his/her time. his/her time during the semester.
– Per OMB Circular A-21, “Reports will reasonably reflect the activities for which employees are compensated by the institution.”
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Preconceived Notions related to Effort Certification
Preconceived Notion
� In order to be considered successful, the faculty member’s effort certification must
Reality
� Both the AOR and the Effort Certification should reflect reality from a different view.effort certification must
match his/her AOR.from a different view.
• Assignments of Responsibility should be updated to ensure that all changes have been approved and agreed to.
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Summary
For both the Assignment of Responsibilities and the Effort Certification, the goal is the same:
Reasonably estimate the proportion of an employee’s time that is spent on his/her various employee’s time that is spent on his/her various duties.
Sponsored Research
Administration
Other (etc.)
Instruction
Department Research
%
%%
%
%
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Questions/DiscussionQuestions/Discussion
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New World of Effort New World of Effort Certification
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New World of Effort Certification
What’s changing with FACET?
� One effort report per job vs. one per funding sourceEnter effort based on 100% of the person’s � Enter effort based on 100% of the person’s time during the term vs. term FTE
� NO MORE PAPER FORMS REQUIRED!!!!– FACET will be the official record– Employee/Knowledgeable Person electronic
signature will be official certification
� Automated workflow & email notifications
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New World of Effort Certification
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What’s changing with FACET?� Effort Reports for Graduate Assistants and
Adjunct Faculty with no sponsored funding will be automatically populated and will not require extensive review or approval
New World of Effort Certification
– This accounts for approximately 2,000 effort reports that will no longer have to be certified!!!!!!!!
� If an individual is associated with a course during an academic term on a job that is either a courtesy appointment or compensated using a one-time-pay, the department rep will be able to manually update the FTE within FACET for that academic term only
� Hard copy of certification reports will no longer be required for 12 hour law folder!!!!
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Future Phases of FACET
� Course Master File error identification will be managed using FACET (Summer 09 cycle)
New World of Effort Certification
� Non Exempt process will be converted to FACET (Summer 09)
� AOR will be automated using the FACET application (Spring 2010)
� Commitment entry will be rolled out to campus (Spring 2010)
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FACET Application TourFACET Application Tour
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FACET Application Tour
� High Level Representation of FACET
� Commitments
� Certification Page Tour
� BREAK
� FACET Application Tour
� FACET Workflow
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FACET Application Tour
High Level Representation
� Resides within the OMNI HR System
Consists of two main modules� Consists of two main modules
• Commitments (currently Grants only; will become the AOR)
• Effort Certification
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High Level Representation
OMNI HR Employee DataFunding Data
FACET Rep Data
Payroll Distribution Data
OMNI Financials Projects Data
CSM Course & Instructor Data
FACET Commitments
FACET
Effort Certification
Module
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FACET Representative
� Need to update HR Department Rep page in OMNI HR
� Need to request FSU_FACET_REP role via eORR
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Accessing FACET in HR OMNI
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Commitments� Entered by SRS when and award has been executed� Commitments for all Key Personnel on a project will
be entered� Department Reps will have view access to these
FACET Application Tour
� Department Reps will have view access to these pages
� Ability to monitor over commitments� Effort entered > Committed Effort—no adjustment
will be needed� Effort entered < Committed effort—enter a Parature
ticket to the Commitment Data queue
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Commitments
Add screen shot
of search
page/
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Commitments (cont.)
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Commitments (cont.)
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FACET Application Tour
Certification Page Tour� Certification Page Sections
� Instruction
� Non Sponsored ActivitiesNon Sponsored Activities
� Sponsored Activities
� A-21 view
� Can limit viewing to only what is needed
� One-stop data access– Employee, Course, Project data links on cert
page
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Certification Page
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Employee Data Pages
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Employee Data Pages (cont.)
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Certification Page – Instruction for Credit
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Course Data Page
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Certification Page – Other Non Sponsored Activities
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Certification Page – Sponsored Activities
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Certification A-21 View
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Project Data Pages
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BREAK!!!!
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� High Level Representation of FACET� Commitments� FACET Application Tour
FACET Application Tour
FACET Application Tour– One-stop data access
� BREAK!� FACET Effort Certification Job Aid� Special Topics� FACET Workflow� Errors/Warnings/Information
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Certification Page Effort Entry
UPK Overview
On-Line Tutorial – Try It! Mode
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Special Topics – Grad Assistants/Adjuncts
� Access via Approval Path = Alternate on search page
FACET Application Tour
search page
� Effort defaults to 100% of majority funding
� Need to review these employees!!
� Update effort for entries in other categories as appropriate
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Special Topics – Grad Assistants/Adjuncts
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� Update the FTE on the Employee Data pages
Special Topics – Courtesy/One-Time-Pays
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Approval/Workflow Path
ERP (Level 1)
IR/SR (Level 2)
FACET Application Tour
FACET Dept Reviewer (Level 3)
Employee (Level 4)
FACET Dept Approver (Level 5)
IR/SR (Level 6)
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FACET Workflow� 6 levels of workflow� Escalation to Supervisors and Chairs
– Employees will get reminders– No certification after 7 days, supervisor/chair get
FACET Application Tour
– No certification after 7 days, supervisor/chair get notification
� FACET Rep will not be able to finalize with error messages
� Some exceptions will be override able� Multiple FACET reps in department
– All employee certification reports will be in all reps queues
– Once one rep moves report to next level, deleted from all other reps queues
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� FACET Rep from IR/SR (Level 3)
– Will review and/or enter effort (on behalf of employee), then click
FACET Workflow
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FACET Workflow
� Employee/Knowledgeable Person from FACET Rep (Level 4)
– Will review and enter/update effort, then click
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� FACET Rep from Knowledgeable Person (Level 5)
– Errors must be resolved or won’t be able to approve
– Will review and enter/update effort, then click
FACET Workflow
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Errors/Warnings/Information
� Error list with resolutions will be available
� Warning at one level, may be error at another
– Example: Funding on project > effort entered
FACET Application Tour
– Example: Funding on project > effort entered will be a warning at Employee level, but error at Department Rep level
� Message if try to approve without error resolution
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FACET Application Tour
Information Message
Errors/Warnings/Information Symbols
Warning Message – can move to next level
Error Message – will not be able to move
to next level until issue resolved64FACET
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OMNI Training Site
� http://omni.training.fsu.edu/
� On-Line Tutorials– Viewing Data
– Certification Entry/Workflow Activities
� Training Guides
� Security Role Information
� FAQs
� Glossary of Terms
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Help (Parature) Tickets
Issue Logging
� Help (Parature) Ticket at
https://supportcenteronline.com/ics/support/s
ecurity.asp or link on OMNI Portal Pageecurity.asp or link on OMNI Portal Page
� Queue for FACET – Exempt• Course Data Issue
• Employee Data Issue
• Sponsored Project Data Issue
• Sponsored Project Commitments Issue
• Security Issue
• Workflow/Routing Issue
• Other66FACET
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Questions/Discussion
FACET Department Rep Training
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Questions/Discussion&
THANK YOU!!!!