Effort Reporting System

Getting Started by Role

Introduction

This guide will help you get started using the Effort Reporting System. Click on any of the links above to review the specific steps for your role in effort reporting.

In addition to the information here, please review the Effort Reporting Roles page for additional considerations and the Best Practices page for ways to streamline the effort reporting process in your department/college.

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ERS Coordinators

  1. Determine what your department procedures will be for reviewing, editing and certifying effort reports.
  2. Coordinate with your department Security Administrator to set up the correct permissions and notifications
  3. Review the online briefing module for ERS Coordinators
  4. Log in to the Effort Reporting System, using your campus login ID and Kerberos password.
  5. Create Report Lists of the employees for whom you need to view effort reports AND subscribe to the lists of the PIs you support.
  6. Verify your ability to view all the reports on the PI Lists. Work with your department Security Administrator to establish the correct access.
  7. On receiving e-mail notification from ERS that reports have been generated, notify the reviewers. If you are the reviewer, analyze the reports to ensure that all payroll and cost share information was captured according to the PI’s instructions.
  8. When the reports have been reviewed, notify the PI or other certifier to certify the reports.
  9. After the certification, look at the report status to determine whether payroll adjustments are needed, and make the adjustments or notify the payroll processor in your department.
  10. Monitor the status of the reports. All reports must be certified within 30 days of issue. Reports on Certified/AdjustReqd status should have payroll transfers processed within 30 days of certification.

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Principal Investigators

  1. Review the online briefing module for PIs.
  2. Log in to the Effort Reporting System, using your campus login ID and Kerberos password.
  3. Go to the My Projects list.
  4. Review and certify effort reports for anyone who does not have first hand knowledge of the projects he/she worked on, or according to department policy.
  5. Notify the payroll processor in your department if effort is changed on the report and should be charged or credited to the sponsor. Notify the research administrator if cost sharing is changed on the report so the Cost Share Tracking system can be updated.

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Other Certifiers (PI's, Delegates, or Other “Responsible Officials”)

  1. Coordinate with your department Security Administrator to set up the correct permissions and notifications
  2. Review the online briefing module for PIs.
  3. Log in to the Effort Reporting System, using your campus login ID and Kerberos password.
  4. Create Report Lists of the employees for whom you need to certify effort reports or subscribe to the lists of the PIs you support.
  5. Verify your ability to edit and certify all the reports on your lists. Work with your department Security Administrator to establish the correct access.
  6. Review and certify effort reports for anyone who does not have first hand knowledge of the projects he/she worked on, or according to department policy.
  7. Notify the payroll processor in your department if effort is changed on the report and should be charged or credited to the sponsor. Notify the research administrator if cost sharing is changed on the report so the Cost Share Tracking system can be updated.

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Assistant Deans

  1. Coordinate with your department Security Administrator to set up the correct permissions and notifications
  2. Review the online briefing module for ERS Coordinators
  3. Log in to the Effort Reporting System, using your campus login ID and Kerberos password.
  4. Create Saved Searches for the effort reports you need to view or subscribe to the PI lists of the PIs you support.

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Security Administrators

  1. The initial ERS roles and permissions should already be established for your department. If not, please request assistance on the online ERS Help Request Form, and a member of the ERS Help Team will assist.
  2. Review the information available on the Effort Reporting Help Web site:
    • Standard roles and permissions in the system
    • Giving a user permission to view, edit or certify reports (add an existing permission to a user)
    • Customizing the standard roles and permissions for your organization, including creating new roles and permissions
    • Creating security administrators for your organization
    • Examples of different scenarios and how roles and permissions should look
  3. Log in to the Effort Reporting System, using your campus login ID and Kerberos password.
  4. Click on System Administration link in the upper right hand corner to access the Administration menu.

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Supplemental content

Effort Reporting System Menu