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ECRT/Effort Reporting Frequently Asked Questions for Effort Coordinators

 

How do I know when a certification period has begun?

The ECRT schedule, http://www.controller.vcu.edu/grants/ECRTschedule.pdf, lists the certification period start and end dates. Certifiers with sponsored activity will receive notification emails from ECRT if they have cards that are awaiting their certification.

 

 

What should I do now that a certification period has begun?

The Certification Status Report should be run continuously for all certification periods available to be certified.

Certifiers listed on the Certification Status Report should be contacted and informed to review their effort statement (i.e. ECRT cards) for reasonableness and to certify their performed effort.

If there are adjustments needed to effort statement (i.e. ECRT cards), Effort Reporting should be notified and comments should be added to the effort statement (i.e. ECRT cards). For more information, see the ECRT's Certification Status Report helpful tool, http://www.controller.vcu.edu/grants/ECRTstatus.htm.

 

 

Who assigns department effort coordinators?

The current primary effort coordinator and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

An ECRT Access Request form can be submitted to Effort Reporting and/or a VCU helpIT ticket. The ECRT Access Request form is available via http://www.controller.vcu.edu/pdf/ECRTAccessRequestForm.pdf.

 

 

Can I add, change, or delete department effort coordinators listed in the ECRT system?

The primary effort coordinator and/or the fiscal administrator for the school/department can submit an approved ECRT Access Request form via email (effortreport@vcu.edu) or via fax (828-0752). The ECRT Access Request form is available via http://www.controller.vcu.edu/pdf/ECRTAccessRequestForm.pdf.

 

 

What is the difference between secondary and primary effort coordinator access?

A department can have only one primary effort coordinator whose responsibilities include using the Effort Tasks tab and Process Effort screen. The secondary effort coordinator has similar access to the primary effort coordinator. However, secondary effort coordinators cannot process effort statements to the system.

 

 

Why are there certifiers listed under my Department Dashboard who are no longer employed by my department?

ECRT displays all certifiers with historical and/or present associations with departments, awards and principal investigators up to four certification periods. The certifier's home department (responsible department) will be listed on the Effort Statment screen (i.e. ECRT card).

 

 

How should an effort statement (i.e. ECRT card) for a certifier who is no longer employed by the University be handled?

It is best practice to have the certifier certify all available effort statements (i.e. ECRT cards) as a part of the department exit procedures. If the card in question is in a Cycle Still Active status, the certifier can manually certify the effort statement prior to leaving the University. All manually certified cards can then be uploaded to the system using the Manual Certification Procedures.

Someone with direct knowledge of the certifier’s effort may also certify on behalf of the certifier (i.e. Principal Investigator, Chair, Director, and/or Supervisor).

 

 

ECRT will not allow me to attach a scanned document to the effort statement (i.e. ECRT card). Why?

ECRT at this time accepts only documents scanned with the file formats .pdf, .jpeg, and .gif.

 

 

Can I attach multiple files to an effort statement (i.e. ECRT card)?

ECRT allows users to attach multiple files to an effort statement (i.e. ECRT card). The files to be attached should be in a .pdf, .jpeg, or .gif format.

 

 

There are certifiers listed on my Manage Effort Task listing that I have processed; however their names remain under my Manage Effort Task listing. Why? How are these cards removed?

If the “Certify” or the “I Agree” icons are clicked multiple times during the certification process when ECRT is refreshing, the card may appear twice under the Manage Effort Task listing. The “Certify” or the “I Agree” icons should only be clicked once.

In order for the duplicate line to be removed from the Manage Effort Task listing, a removal request will need to be submitted to Effort Reporting.

 

 

A Certifier is listed multiple times on the Effort Tasks tab. This certifier only had one effort statement (i.e. ECRT card) listed with a Certified/Not Processed status. Why is the certifier listed multiple times?

Certifiers who click the "Certify" or "I Agree" icons multiple times during the certification process when ECRT is refreshing, may appear multiple times under the Manage Effort Task listing.

Depending on the certification period, the ECRT system will remove the duplicate listing once they are clicked. Those that remain should have a removal request submitted to Effort Reporting.

The certifier should be contacted and informed not to use the back button while using the Effort Statement screen.

 

 

How do I view a listing of certifiers associated to a principal investigator in my department?

Please enter in the principal investigator's name and/or V-Number on the "Look up" screen. The "Look up" screen will navigate you to the Effort Statement page. The "Work List" section of the Effort Statement page will display the principal investigator and all quarterly certifiers associated to his or her award(s).

 

 

The Work List section of the Effort Statement page is missing certifiers associated to a principal investigator’s award(s) in my department. Why is this?

Only quarterly (support staff) certifiers are listed under the “Work List” section of a principal investigators’ Effort Statement page. All other certifiers are removed from the listing for privacy purposes.

 

 

How do I process effort statements that were certified in my department(s)?

Effort Statements with a status of Certified, Not Processed are located in their primary effort coordinator’s “Effort Tasks” listing. This association is based upon the listed home department found in the University financial accounting system at the time of the last data retrieval process. For more information, see the links on the left under ECRT Helpful Tools.

 

 

How do I determine which effort statements need to be certified?

The Certification Status Report lists all reports for a department based upon the status type queried. The status types Not Certified/Not Processed and Certified/Not Processed should be pulled continuously. For more information on the status report, see the ECRT's Certification Status Report helpful tool,

http://www.controller.vcu.edu/grants/ECRThelpfultools.html

 

 

How do I review an effort statement that has a status Certified/Processed?

The Department Dashboard screen in ECRT also lists effort statements within the “Covered Individuals associated to this Department” section. The effort statements can be retrieved by selecting the status icons located within the Statement column. The Certified/Processed status has a green icon/symbol

certified icon.

 

 

A certifier’s effort statement (i.e. ECRT card) has the status Not Certified/Not Processed/Pending Payroll or Not Certified/Not Processed/Re-Opened By Payroll Adjustment Reconciliation. Why is this?

When retroactive adjustments are uploaded from Banner into the ECRT system for effort statements with the status of Certified/Processed, the status of the effort statement will change to Certified/Processed/Payroll Pending.

payroll icon

Once the effort statement is reopened and the adjustments have applied, the status will change to Not Certified/Not Processed/Re-Opened By Payroll Adjustment Reconciliation.

payroll icon

 

 

The first subtotal line on the subsequent pages of a Certification Payroll Report appears to be incorrect. What should I do?

The Certification Payroll Report should be exported to Excel and subtotaled.

 

 

 

Can multiple effort statements be reviewed simultaneously if I am using dual monitors?

Only one effort statement (i.e. ECRT card) can be displayed at one given time. The information associated to the first effort statement will be stored on the system while the second effort statement will only be viewed. Changes to the second effort statement may not be captured in ECRT.

 

 

Is there a feature in the ECRT system that provides users with a detailed explanation regarding a screen's capabilities, purpose, and/or intended use?

The Help File (Help File icon) is located on the upper right hand corner of ECRT screens (with the exception of the home page). This feature provides users with a detailed explanation of the screen currently accessed.

 

 

There are certifiers with only non-sponsored and/or clinical effort appearing in the Sponsored Section of my Department Dashboard. Why?

The Department Dashboard provides the user with a snapshot of their department which consists of up to the last four periods of performance (certification periods) per certifier. If one of the last four certification periods had sponsored activity, the certifier will remain in the Sponsored section of the Department Dashboard. Please review the last four certification periods and the ECRT schedule to determine when a certifier will move to either the Non-Sponsored or the Clinical Only section of the Department Dashboard.

 

 

The Department Dashboard now lists three groupings of certifiers. Which areas are required to certify?

Certifiers listed under the Sponsored and Clinical Only sections of the Department Dashboard are required to have their effort certified and processed. The certifiers listed under the Non-Sponsored section will be auto processed by the system.

 

 

Reports located on the View Reports menu now include a Clinician and a Clinician N/S role. Why is this? Moreover, who is included in these roles?

ECRT automatically assigns the Clinician and the Clinician N/S roles to faculty members who have time and effort associated to VCU Health Systems. Assigning these roles allow effort coordinators to control the population within their area(s) they would like to report and/or view.

 

 

Who assigns department effort coordinators?

The current primary effort coordinator, department director/chairman, and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

The ECRT Access Request Form should be completed and returned to Effort Reporting via email at effortreport@vcu.edu and/or by fax to 804-828-0752.

 

 

Can I add, change, or delete department effort coordinators listed in the ECRT system?

The current primary effort coordinator, department director/chairman and/or the fiscal administrator for the school/department can assign effort coordinator access to ECRT.

The ECRT Access Request Form should be completed and returned to Effort Reporting via email at effortreport@vcu.edu and/or by fax to 804-828-0752.

 

 

How can I determine the due date of an Effort Statement (ECRT card)?

The Effort Statement due date is listed on the “Statements Awaiting Certification” tab, “Associated Certifiers” tab, and it also appears under the “Needing Certification” section on the Effort Statement screen.

 

 

What is a base statement?

Base statement is another name for effort statement and ECRT card.

 

 

How can I determine the effort coordinator(s) associated to a certifier?

The “Certifiers and Approvers” section located on the Effort Statement screen will display the individuals who have the ability to process or certify the effort statement.

 

 

How do I pull an effort statement (ECRT Card) associated to my department?

An effort statement can be pulled by using “Associated Certifiers tab” on the Home page, by using the Department Dashboard, or by using the Look-up Page within the ECRT system.

 

 

How do I access the Effort Task listing to process effort statements (ECRT Cards)?

The Effort Task listing can be accessed via the Home Page and the Effort Tasks tab.

 

 

My department has multiple effort coordinators. Can all effort coordinators within a department process certified effort statements (ECRT cards)?

The primary effort coordinator within a department has the capability to process effort statements (ECRT Cards) to the system. The departments are responsible for determining the individual who will serve in this role.

 

 

How do I determine who has the capability of certifying and/or processing an effort statement?

The “Certifiers and Approvers” section of the effort statement (ECRT card) lists the individuals who have the capability of processing and/or electronically certifying an effort statement within the ECRT system. Individuals with direct knowledge of the effort performed by the listed certifier (statement owner) may certify the effort statement (ECRT card).

 

 

How do I review the individual(s) who certified the effort statement (ECRT card)?

The Process Base Effort Statement will display the date and time of certification on the top of the screen and in the Effort Transaction History. This screen will also provide the individuals name and V-Number who updated and/or certified the effort statement in both areas described above.

 

 

How do I determine if there is more information available on a particular screen?

ECRT uses two symbols to alert users that there is more information available. Please click on the star “ecrt“ or click on the plus “ecrt“ sign to see additional information located on the screen.

 

 

I am an effort coordinator for multiple departments. Is there a way for me to view all certifiers with uncertified effort that are in my departments?

Yes, the “Associated Certifiers” tab lists all certifiers with uncertified effort for all areas in which you are listed as an effort coordinator. Users may sort the information displayed on this tab by Statement Owner, Department, Due Date, Type, and Status columns.

 

 

Can I export the information displayed on the "Associated Certifiers" tab?

At this time, the “Associated Certifiers” tab does not have the export functions included in the ecrt Reporting section of the ECRT system. However, the information can be pulled and exported using the Certification Status Report located on the ecrt Reporting screen.

 

 

How do I access the effort statements with a status beginning Certified, Not Processed?

The cards with a status beginning Certified, Not Processed are included on the “Effort Tasks” tab located on the Home Page.

 

 

How do I pull the effort statement (ECRT card).pdf file for manual certifications?

The pdf certifications can be accessed by clicking on the .pdf file located below the “Base” tab on the Effort Statement screen. The pdf file will come up as a pop up. Therefore, you may have to adjust your pop up settings or press the "Ctrl" key.
ecrt pop up

 

 

 

What is the VCU Institutional Base Salary definition?

The annual compensation rate, as determined by University administrative procedures, for an employee's appointment (University effort) devoted toward University-related activities. See compensation codes located at http://www.controller.vcu.edu/pdf/ECRTbasesalarycategories.pdf for the IBS compensation codes currently included in the University Effort Reporting System ECRT. IBS includes both compensation for University-related effort, and compensation from the MCV Physicians (MCVP) Practice Plan for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

 

 

 

What are the payroll compensation codes used to determine what salary charges uploaded into ECRT?

Salary charges uploaded in ECRT are based on the following compensation codes, VCU Institutional Base Salary Compensation Codes (PDF).