Department Representative Training...FACET Department Representative Training Agenda Introduction Effort Certification Overview Q & A New World of Effort Certification FACET Application

FACETDepartment Representative Department Representative

Training

March/April 2009

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

2FACET

Introduction

Faculty Assignments Commitments and Commitments and Effort Certification Tracking

3FACET

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

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

5FACET

Effort CertificationEffort CertificationOverview

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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Objectives (cont.)

� Dispel some preconceived notions that influence how effort certification is currently being consideredcurrently being considered

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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.”

9FACET


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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The relationship between the Assignment of Responsibilities, Assignment of Responsibilities,

Commitments on Sponsored Projects and Effort

Reporting/Certification

11FACET

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

12FACET

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


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

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


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


Appointment

Work/Pay


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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.

17FACET


� 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.”

18FACET

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.”

19FACET

Preconceived Notions Preconceived Notions related to AORs and Effort Reporting

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.

21FACET

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.

22FACET


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.”

23FACET


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.

24FACET

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

%

%%

%

%

25FACET

Questions/DiscussionQuestions/Discussion

New World of Effort New World of Effort Certification

27FACET

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

28FACET


29FACET

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


– 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!!!!

30FACET

Future Phases of FACET

� Course Master File error identification will be managed using FACET (Summer 09 cycle)


� 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)

31FACET

FACET Application TourFACET Application Tour

32FACET

FACET Application Tour

� High Level Representation of FACET

� Commitments

� Certification Page Tour

� BREAK

� FACET Application Tour

� FACET Workflow

� Errors/Warnings/Information33FACET


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

34FACET

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


Module

35FACET

FACET Representative

� Need to update HR Department Rep page in OMNI HR

� Need to request FSU_FACET_REP role via eORR

36

Accessing FACET in HR OMNI

37

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


� 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

38FACET

Commitments

Add screen shot

of search

page/

39

Commitments (cont.)

40

Commitments (cont.)

41


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

42FACET

Certification Page

43

Employee Data Pages

44

Employee Data Pages (cont.)

45

Certification Page – Instruction for Credit

46

Course Data Page

47

Certification Page – Other Non Sponsored Activities

48

Certification Page – Sponsored Activities

49FACET

Certification A-21 View

50FACET

Project Data Pages

51

BREAK!!!!

52FACET

� High Level Representation of FACET� Commitments� FACET Application Tour


FACET Application Tour– One-stop data access

� BREAK!� FACET Effort Certification Job Aid� Special Topics� FACET Workflow� Errors/Warnings/Information

53FACET

Certification Page Effort Entry

UPK Overview

On-Line Tutorial – Try It! Mode

54FACET

Special Topics – Grad Assistants/Adjuncts

� Access via Approval Path = Alternate on search page


search page

� Effort defaults to 100% of majority funding

� Need to review these employees!!

� Update effort for entries in other categories as appropriate

FACET 55

Special Topics – Grad Assistants/Adjuncts

FACET 56

� Update the FTE on the Employee Data pages

Special Topics – Courtesy/One-Time-Pays

FACET 57

Approval/Workflow Path

ERP (Level 1)

IR/SR (Level 2)


FACET Dept Reviewer (Level 3)

Employee (Level 4)

FACET Dept Approver (Level 5)

IR/SR (Level 6)

FACET Workflow� 6 levels of workflow� Escalation to Supervisors and Chairs

– Employees will get reminders– No certification after 7 days, supervisor/chair get


– 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

59FACET

� FACET Rep from IR/SR (Level 3)

– Will review and/or enter effort (on behalf of employee), then click

FACET Workflow

60

FACET Workflow

� Employee/Knowledgeable Person from FACET Rep (Level 4)

– Will review and enter/update effort, then click

61

� 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

62

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


– 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

63


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

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

65FACET

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

Questions/Discussion

FACET Department Rep Training

67FACET

Questions/Discussion&

THANK YOU!!!!

Documents

Department Representative Training...FACET Department Representative Training Agenda Introduction Effort Certification Overview Q & A New World of Effort Certification FACET Application