Please note: A PDF version of this guide is available for download at the bottom of the article.
Welcome to the Effort Reporting Assistant in iRIS™. Effort Reporting Assistant is designed to streamline your institution’s entire Effort Reporting management process in one electronic repository of historical data.
The Effort Reporting Assistant works similarly to other modules within iRIS™, except that it is not separated into a study/project side and review board side. This manual details the process of setting up Effort Reporting Assistant, assignment of individual roles within the Effort Reporting module, Certification of Effort, reporting on and managing past certifications. Configuration of Payroll, Personnel and Project Interfaces are completed during the implementation process with your iMedRIS™ Project Manager.
Navigating to Effort Reporting in the menu, you will notice that there are two selections available: Effort Reporting Workspace and Effort Reports List.
Click the Effort Reporting Workspace link to load the Effort Reporting home screen, as shown below:
Please note the Action Task indicating that an Effort Report has been generated (red box in screenshot above). This link takes the user directly to the Effort Report for review and submission/certification.
Clicking the Effort Report Lists link from either the menu or home screen opens the Effort Reports List page, shown below.
From here the user can access the list of Effort Reports assigned to them depending on their role within the module. If the user is part of the research team, they will only see their own Effort Report(s). If the user is a Principal Investigator (PI) on a study, they will see their own Effort Report(s) and those of others that they are responsible for certifying, as shown in the screen above. Other roles are described below and are detailed throughout this manual.
For purposes of this manual, Sponsored Projects are associated with Federal Programs/Funding that requires certification of time and effort. Other Sponsored Projects are state or local projects that also require certification of time or effort for compliance purposes.
Effort Reporting Roles
Within the Effort Reporting Module each user is assigned a role in the User Account section of iRIS™, dependent on their role in the institution. The role assigned affects what the user can do in the system as it relates to effort reporting. Below is the list of roles and their access:
Research Team Member – can view and modify his/her own Effort Report and submit for certification by their Principal Investigator
Principal Investigator – can certify for him/herself and the research team that he/she has direct knowledge of
Self-Certifier – usually a non-PI Academic who is partially or wholly paid through a sponsored project, grant or fund that requires certification of effort as a condition of receiving and/or maintaining funding
Coordinator – responsible for setting up the reporting period, deadlines for certification and working with IT or other entities to setup the Payroll, Personnel and Project Interfaces; monitors all certifications and receives notifications when users have not certified by the deadline set up for the reporting period; can re-issue effort reports if they were certified in error or if situations have changed since certification
Reviewer – usually a Department Administrator, Research Administrator or other position that can view effort reports for their designated department access but cannot modify or certify
Viewer – usually an individual that requires access to all effort reports and may include Auditors; this role can only view reports
The process of viewing, modifying, and certifying effort reports as it applies to each role and their level of access and responsibility is detailed in each of the following, role-specific sections of this manual.
Viewing, Modifying, and Submitting Effort Reports as a Research Team Member
Research Team Members are only allowed to view and modify their Effort Reports and submit for certification by the Principal Investigator(s) on the project(s) to which they are assigned. Research Team Members can access Effort Reports by clicking on the Effort Report List link shown in the screenshot below, by clicking on the Action Task that populates when an Effort Report is generated by the system, or by clicking the direct link from an email notification (if configured). Clicking on the task or direct link in an email takes the user directly to their Effort Report, after signing into the system. Pease see the Action Task for completion of an Effort Report in the screenshot below:
If the Research Team Member clicks on Effort Reports List from their home screen or from the menu link, they see the following screen:
In this example, Mark Young, DVM, can search by Projects, Status and Effort Reporting Periods for either past or present Effort Reports. Past Effort Reports in a Certified status appear read-only and cannot be edited. These Effort Reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
The View icon takes the user to the read-only version of the Effort Report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed and will differentiate between multiple Effort Reports if a user is certifying for a project or research team.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report.
The report shown in the previous screenshot is in a Ready to be Certified or Open status and can be edited by clicking the Edit Icon. Clicking the Edit icon opens the user’s Effort Report, as shown below:
Note that there are three tabs across the top of the Effort Report.
Edit Report is the default tab and allows the user to make changes to their Effort Report, view payroll details and indicate that their report is ready to be certified by the Principal Investigator on the project(s) to which the user is assigned.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the projects requiring certification for the user are listed for this reporting period. If a needed project is not listed, it can be added by clicking the Add Additional Project button. The following popup window will appear:
This popup only displays the projects for which the user is listed as a member of Key Study Personnel. The user can search by Proposal Number, PO/PI (Principal Investigator), Project Status or Protocol Keywords.
Note: This information is only available if the institution is using other modules within the iRIS™ system, or if a project interface has been configured with an external system.
Clicking on the icon adds the project to the Effort Report as shown below:
A third project has been added in the screenshot above. Notice that the third project has an available delete () icon. Click the delete icon to delete any project added by mistake.
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions are billed to the project during the reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section of this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
When changes to the Effort Report are complete, click the Update Calculations button to update all numbers within the Effort Report. If changes have been made, the user is required to enter comments to detail what was changed and why for future review and audit.
Note: The checkbox above the comments box allows the user to offset federal cost sharing requirements against other sponsored projects. When this box is checked, the following popup window appears:
Clicking Allow creates another row under Other Sponsored Projects which can be used to offset federal cost sharing. See the Effort Reporting Coordinator for more information on when and how this should be used.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
Total Sponsored Projects lists the totals for Sponsored Projects with which the user is involved.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
Three options are provided to finish the report:
Revert — changes the report back to the original 1.0, or issued, version of the report.
Save — saves all changes but does not submit the report for certification by the Principal Investigator(s)
Review Complete Ready for Certification — indicates the user has read and reviewed their report, modified as necessary and is ready to submit their Effort Report for certification. When this button is clicked, the following popup message displays:
Back on the Effort Reports Details page, the View History tab allows the user to view all versions of the Effort Report for this reporting period in read-only mode. Notice the dropdown in the upper right as displayed below:
The Report Version dropdown allows the user to view previous versions of their Effort Report for the selected reporting period.
The Comment Log tab displays the comments entered for the selected reporting period, as displayed below:
The user can add comments by clicking the Add a New Comment button. This opens a popup form for entry of the comment as shown in the window below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
Viewing, Modifying, and Certifying Effort Reports as a Principal Investigator
Principal Investigators can view, modify and certify effort reports for themselves and other research members where they have direct knowledge of the effort performed. Principal Investigators can access Effort Reports by clicking on the Effort Report List link shown in the screenshot below, by clicking on the Action Task that populates when an Effort Report is generated by the system, or by clicking the direct link from an email notification (if configured). Clicking on the task or direct link in an email takes the user directly to their Effort Report, after signing into the system. Pease see the Action Task for completion of an Effort Report in the screenshot below:
The screen below depicts what a Principal Investigator sees when they click on the Effort Reports List link from their home screen or from the menu link. Note that the Principal Investigator is seeing his/her Effort Report and those for individuals that he/she supervises.
In this example the Principal Investigator, William Schroeder, can search for Key Study Personnel on projects for which he is the assigned Principal Investigator, filter by status of the report(s) and search for a specific research staff member, all for a specific effort reporting period. The Principal Investigator’s Effort Report is also listed at the top, for his review and certification. These effort reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
Note that at this stage of processing, Mark Young, the user from our previous example, has submitted his report which is ready to be Certified as shown above.
The View icon takes the user to the read-only version of the effort report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report, indicating to the user which report is ready for certification and which reports are still open.
The following example utilizes the Effort Report for the Principal Investigator. Clicking the Edit icon takes the user to their Effort Report as shown below:
Note that there are three tabs across the top of the Effort Report.
Edit Report is the default tab, and allows the user to make changes to their Effort Report, view payroll details and certify their effort report.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the certified projects for the user are listed for the selected reporting period. If a needed project is not listed, it can be added by clicking the Add Additional Project button. The following popup window will appear:
This screen only displays projects for which the user is listed as a member of Key Study Personnel. The user can search by Proposal Number, PO/PI (Principal Investigator), Project Status or Protocol Keywords.
Note: this information is only available if the institution is using other modules within the iRIS™ system or if a project interface has been configured with an external system.
Click the icon to add the project to the Effort Report for this user.
A sixth project has been added in the example above with a delete () icon. Click the delete icon to delete any project added by mistake.
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions are billed to the project during the selected reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section of this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
The Line Certified column only displays if the user is not a Principal Investigator on all the projects for which they are listed as Key Study Personnel. This user is not the Principal Investigator on the third project shown below, which does not have a checkbox available. This user can only certify the lines with checkboxes.
Total Sponsored Projects lists the totals for the Sponsored Projects listed.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
When changes to the Effort Report are complete, click the Update Calculations button to update all numbers within the Effort Report. If changes have been made, the user is required to enter comments to detail what was changed and why for future review and audit.
Note that the checkbox above the comments box allows the user to offset federal cost sharing requirements against other sponsored projects. When this box is checked, the following popup window appears:
Clicking Allow creates another row under Other Sponsored Projects which can be used to offset federal cost sharing. See the Effort Reporting Coordinator for more information on when and how this should be used.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
The user has three options to complete the report:
Revert — changes the report back to the issued version, of the report
Save — saves all changes but does not certify the report
Certify Effort Report — indicates the user has read and reviewed their report, modified as necessary and is ready to certify their Effort Report. Note that Grand Totals must total to 100% as specified earlier in this section for this button to be available. When the button is clicked, the following message displays:
In our example, the Principal Investigator is only certifying for projects that he/she is a Principal Investigator on, or line certifying. The third project on the report is submitted to the Principal Investigator of that project for certification. This report remains open until that Principal Investigator has certified for this user.
Back on the Effort Reporting Details page, the View History tab allows the user to view all versions of the Effort Report for this reporting period in read-only mode. Note that when the report is certified the Edit Report tab no longer appears, as illustrated in the screenshot below:
The Report Version dropdown allows the user to view previous versions of their Effort Report for this reporting period.
The Comment Log tab displays comments entered for this reporting period as displayed below:
The user can add comments by clicking the Add a New Comment button. Clicking the button opens a form for entry of the comment in a popup window as shown below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
If the Principal Investigator wants to certify for a research team member on a project they supervise, the user navigates to the home screen as displayed below:
Clicking the Effort Report Lists link from the home screen or menu takes the user back to the screen listing effort reports as shown below:
With a report selected, the user clicks the Edit icon and follows the same process to certify the effort of research team members on his/her projects.
Viewing, Modifying, and Certifying Effort Reports as a Self-Certifier
Self-Certifiers can view, modify, and certify effort reports for themselves only. Self-Certifiers can access effort reports clicking on the Effort Report List link shown in the screenshot below, by clicking on the Action Task that populates when an Effort Report is generated by the system, or by clicking the direct link from an email notification (if configured). Clicking on the task or direct link in an email takes the user directly to their Effort Report, after signing into the system. Pease see the Action Task for completion of an Effort Report in the screenshot below:
The screen below depicts what a Self-Certifier sees when they click the Effort Reports List link from their home screen or menu:
In this example, the Self-Certifier, Lily Allen, can only see her own reports, which can be filtered by status and reporting period. These effort reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
The View icon takes the user to the read-only version of the effort report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report.
Clicking the Edit icon takes the user to their Effort Report as shown below:
Note that there are three tabs across the top of the Effort Report.
Edit Report is the default tab, and allows the user to make changes to their Effort Report, view payroll details and certify their effort report.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the certified projects for the user are listed for this reporting period. If a needed project is not listed, it can be added by clicking the Add Additional Project button. The following popup window appears:
This screen only displays projects on which the user is listed as a member of Key Study Personnel. The user can search by Proposal Number, PO/PI (Principal Investigator), Project Status or Protocol Keywords.
Note: this information is only available if the institution is using other modules within the iRIS™ system or if a project interface has been configured with an external system.
Click the icon to add the project to the Effort Report for this user.
In the screenshot above, a second project has been added and includes a delete () icon. Click the delete icon to delete any project added by mistake.
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions are billed to the project during the selected reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section later in this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Back on the Effort Report, Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
Total Sponsored Projects lists the totals for the Sponsored Projects listed.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
When changes to the Effort Report are complete, click the Update Calculations button to update all numbers within the Effort Report. If changes have been made, the user is required to enter comments to detail what was changed and why for future review and audit.
Note that the checkbox above the comments box allows the user to offset federal cost sharing requirements against other sponsored projects. When this box is checked, the following popup window appears:
Clicking Allow creates another row under Other Sponsored Projects which can be used to offset federal cost sharing. See the Effort Reporting Coordinator for more information on when and how this should be used.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
The user has three options to complete the report:
Revert — changes the report back to the original issued version of the report before any changes were made
Save — saves all changes but does not certify the report
Certify Effort Report — indicates the user has read and reviewed their report, modified as necessary and is ready to certify their Effort Report. When the button is clicked, the following message displays:
The View History tab allows the user to view all versions of the Effort Report for the selected reporting period in read-only mode. Note that when the report is certified or submitted for certification the Edit Report tab no longer appears, as illustrated in the screenshot below:
The Report Version dropdown allows the user to view previous versions of their Effort Report for this reporting period.
The Comment Log tab displays comments entered for the selected reporting period as displayed below:
The user can add comments by clicking the Add a New Comment button. Clicking the button opens a form for entry of the comment in a popup window as shown below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
Viewing or Re-issuing Effort Reports as a Coordinator
Coordinators can only view or modify effort reports within the Effort Reporting Module. When the Coordinator logs in, home screen and menu options are different from other user roles covered thus far in this manual. Below is a screenshot of a Coordinator’s home screen:
From this screen, the Coordinator can set up the Effort Reporting Module through Effort Report Administration (this process is detailed later in this manual). This allows the user to configure the system for use within their institution. The Coordinator role also has the ability to track all Effort Reports by clicking on the Effort Report List link or navigating to the same link through the menu. The following screen displays when the link is clicked:
From here, the user can filter by Status of the Effort Report(s), search For a specific research staff member, display results by Department, or search for research team members under a specific Investigator Name, all within a specific effort reporting period. These Effort Reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
Note that the Coordinator has the ability to re-issue an Effort Report when needed. Status will indicate such if the Effort Report has been reissued.
The View icon takes the user to the read-only version of the effort report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
The Re-issue Report icon re-issues the Effort Report to the user to submit or certify, creating a new version of the report.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report, indicating to the user which report is ready for certification and which reports are still open.
For this example, we will look at the Effort Report for William Schroeder. Clicking the Edit icon takes the user to their Effort Report as shown below:
Note that there are three tabs across the top of the Effort Report.
Edit Report is the default tab, and allows the user to make changes to their Effort Report, view payroll details and certify their effort report.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the certified projects for the user are listed for the selected reporting period. If a needed project is not listed, it can be added by the owner of the Effort Report by clicking the Add Additional Project button. The following popup window will appear:
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions have been billed to the project during the reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section later in this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
Note that the Add Additional Project, Revert and Save functions are disabled, as the Coordinator cannot modify the Effort Report for the user.
The View History tab allows the user to view all versions of the Effort Report for the selected reporting period in read-only mode. Once certified or submitted for certification the Edit Report tab no longer appears, as illustrated in the screen shot below:
The Report Version dropdown allows the user to view previous versions of their Effort Report for the selected reporting period.
The Comment Log tab displays comments entered for the selected reporting period as displayed below:
The user can add comments by clicking the Add a New Comment button. Clicking the button opens a form for entry of the comment in a popup window as shown below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
Viewing Effort Reports as a Reviewer
Reviewers can only view Effort Reports within the Effort Reporting Module. When a Viewer logs in, the only link they have available is Effort Report List. Below is a screenshot of a Reviewer’s home screen:
Clicking the Effort Report List link or selecting the link in the menu takes the user to the following screen:
From here, the user can filter by Status of the Effort Report(s), search For a specific research staff member, display results by Department, or search for research team members under a specific Investigator Name, all within a specific effort reporting period. These Effort Reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
The View icon takes the user to the read-only version of the effort report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report, indicating to the user which report is ready for certification and which reports are still open.
For this example, we will look at the Effort Report for William Schroeder. Clicking the Edit icon takes the user to their Effort Report as shown below:
Note that there are three tabs across the top of the Effort Report.
Edit Report is the default tab and displays the current Effort Report.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the certified projects for the user are listed for the selected reporting period. If a needed project is not listed, it can be added by the owner of the Effort Report by clicking the Add Additional Project button. The following popup window will appear:
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions have been billed to the project during the reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section later in this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Back on the Effort Report, Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
Note the Add Additional Project, Revert and Save functions are disabled as the Reviewer cannot modify the Effort Report for the user.
The View History tab allows the user to view all versions of the Effort Report for this reporting period in read-only mode. Note that when the report is certified or submitted for certification the Edit Report tab no longer appears, as illustrated in the screen shot below:
Report Version allows the user to view previous versions of their Effort Report for this reporting period.
The Comment Log tab displays comments entered for the selected reporting period as displayed below:
The user can add comments by clicking the Add a New Comment button. Clicking the button opens a form for entry of the comment in a popup window as shown below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
Viewing Effort Reports as a Viewer
Viewers can only view effort reports within the Effort Reporting Module. When a Viewer logs in, the only link they have available is the Effort Report List. Below is a screenshot of a Viewer’s home screen:
Clicking the Effort Report List link or selecting the link in the menu takes the user to the following screen:
From here, the user can filter by Status of the Effort Report(s), search For a specific research staff member, display results by Department, or search for research team members under a specific Investigator Name, all within a specific effort reporting period. These Effort Reports can be viewed at any time and are part of the historical data capture of the iRIS™ software.
The View icon takes the user to the read-only version of the effort report.
The Edit icon takes the user to an editable version of the Effort Report if it is available for editing.
Period displays the Effort Reporting Period as configured; see the Setting Up the Effort Reporting Module section of this manual for more information.
The For column indicates the owner of the Effort Report displayed.
The Last Modified column displays the date when the Effort Report was last modified.
The Status column displays the current status of the Effort Report, indicating to the user which report is ready for certification and which reports are still open.
For this example, we will look at the Effort Report for William Schroeder. Clicking the Edit icon takes the user to their Effort Report as shown below:
Note that there are three tabs across the top of the Effort Report. Edit Report is the default tab, and displays the current Effort Report.
The top information box of the report displays the following information:
Emp ID is the employee identification number assigned to the user.
Home Dept is the Home Department assigned to the user in System Administration 🡪 User Accounts.
Version indicates if the Effort Report is the original version, 1.0, or has been modified, 2.0, 3.0, etc.
Status indicates whether the Effort Report is available to be viewed or modified, if it has been sent for certification, or has been certified. The example above shows that the report is open, which indicates that the Effort Report is available to be modified and submitted.
Service Period indicates the Reporting Period configured in the Effort Reporting System.
Pay Period indicates the pay period for the Effort Report and comes from payroll data brought into the system.
Under Sponsored Projects, all of the certified projects for the user are listed for the selected reporting period. If a needed project is not listed, it can be added by the owner of the Effort Report by clicking the Add Additional Project button. The following popup window will appear:
Original Payroll % lists the percentage of salary that is charged to projects or other activities on the Effort Report as defined by imported payroll information for this user. The Grand Total for this column must always total to 100%. The user can click on the percentage for a project, indicated by the bold font and underline, to display the following payroll detail information:
The data displayed above is for the specific project listed and defines what payroll transactions have been billed to the project during the reporting period. This information is imported into the iRIS™ system from the institution’s payroll system through the payroll interface. Configurable items are reviewed in the Setting up the Effort Reporting Module section later in this manual.
Pay Period End Date is when the effort was reported as worked.
Pay Cycle Code indicates the pay cycle; in this example the field is set to “MO” for monthly transactions.
FAU is the full chartstring of the payroll transaction.
DOS Code is the Description of Service for the payroll transaction; here “REG” indicates a regular transaction.
Trans Code is the transaction code from the payroll system; here “AU” indicates automatic salary pay.
Title Code is a numeric code assigned to a specific job position, imported from human resources and payroll data.
Rate Type indicates what type of compensation is assigned to the user’s salary; here “A” indicates Annual.
Paid % represents the actual hours or percentage paid to a person (if 0.00% refer to the Derived %).
Derived % is used to calculate a percentage from the raw payroll data, usually for hourly employees. This percentage derives the effort reporting calculations.
Weighted % is used when an employee’s pay is issued over more than the number of months they work, for example 9/12 or 11/12 employees.
Pay Category indicates what category this transaction is associated with; for example, “N” for Normal and “L” for Late.
Back on the Effort Report, Adjusted Payroll % is the field used to make corrections to percentage of effort performed during this reporting period in each of the Effort Report categories. The Grand Total for this column must always total to 100% before the report can be submitted or certified. Note that any change to this field resulting in an overall increase or decrease of 5% or greater automatically sends a notification to the Coordinator, as well as any other personnel as configured for the notification; see the Effort Reporting Notifications section of this manual for more information.
Original Cost Sharing % lists the percentage of salary assigned to Cost Sharing for a specific project.
Adjusted Cost Sharing % is the field used to make corrections to the Effort Report for changes in Cost Sharing.
Original Total % displays the original Effort Report totals, while the Adjusted Total % displays the updated totals.
Other Sponsored Projects allows the institution to track local or state sponsored projects as part of the certification effort.
Non-Sponsored Activities is a customizable field for inclusion of activities that do not need to be certified, but must be tracked on the Effort Report so that the Grand Total will equal 100%.
Clicking the View Payroll Details button opens the popup window shown below, which displays all payroll details for the user during the reporting period:
Note that the Add Additional Project, Revert and Save functions are disabled as the Viewer cannot modify the Effort Report for the user.
The View History tab allows the user to view all versions of the Effort Report for the selected reporting period in read-only mode. Once the report is certified or submitted for certification the Edit Report tab no longer appears, as illustrated in the screenshot below:
Report Version allows the user to view previous versions of their Effort Report for the selected reporting period.
The Comment Log tab displays comments entered for the selected reporting period as displayed below:
The user can add comments by clicking the Add a New Comment button. Clicking the button opens a form for entry of the comment in a popup window as shown below.
Click Cancel to close the popup without saving the comment.
Click Save to save the comment and close the popup.
Reports in the Effort Reporting Module
The iRIS™ Effort Reporting Module contains a series of precanned reports that come preconfigured and are available to the Coordinator role. When the Coordinator logs into the system, the user will see the following screen:
Clicking the Reports link under Effort Reporting Operations or selecting the Reports link from the navigation menu opens the Reports page for the module, as shown below:
Each of these reports have filters associated to them that allow the user to customize results from the data collected in the Effort Reporting module. The following screenshot is an example of the filters available for these reports:
Display Report as allows the user to select the format in which they would like to view the report.
Select a Reporting Period allows the user to filter by Reporting Period.
Select a Department allows the user to filter by Department.
The Helpful Information button displays help content to the user regarding running reports and formatting when using the filters as shown below:
With desired filters selected, click the Run Report button to generate the results. A waiting message informs the user that generation of the report is in progress, as shown below:
PDF and HTML results display within a new browser window and may require the user to set their pop-up blocker to allow pop-ups from the system.
Excel and CSV files download automatically within the browser. Note that this may appear different depending on which browser the user is currently using.
Coordinator All – View All Effort Reports and their Status
This report shows all effort reports and their statuses for the filters set. See examples below of the PDF and Excel versions of the report. Note that colors and formatting may vary depending on the user’s system configuration and software installed on their computer.
The PDF version:
The Excel Version:
Coordinator Certified – View All Certified Effort Reports
This report shows all certified effort reports for the filters set. See examples below of the PDF and Excel versions of the report. Note that colors and formatting may vary depending on the user’s system configuration and software installed on their computer.
The PDF version:
The Excel Version:
Coordinator Changes – View Effort Reports where Effort Has Been Changed
This report shows all effort reports where effort has been changed for the filters set. See examples below of the PDF and Excel versions of the report. Note that colors and formatting may vary depending on the user’s system configuration and software installed on their computer.
The PDF version:
The Excel Version:
Coordinator Uncertified – View Effort Reports That Have Not Been Certified
This report shows all effort reports that have not been certified for the filters set. See examples below of the PDF and Excel versions of the report. Note that colors and formatting may vary depending on the user’s system configuration and software installed on their computer.
The PDF version:
The Excel Version:
Users can also set up custom report using the System Report Designer. Please see the appropriate System Administration – Report Designer and Report Administration Manuals for detailed instruction.
Setting Up the Effort Reporting Module
When initially setting up the Effort Reporting Module, please log in with a Coordinator or System Administrator role. Once logged in the user is taken to the home screen below:
Note the links listed under Effort Reporting Operations:
Effort Report Administration – takes the user to the setup for the Effort Reporting Module
Effort Report Lists – takes the user to the list of effort reports in the system; this function is reviewed later in this manual in the Coordinator Role section.
Reports – takes the user to the reports available for the Effort Reporting Manual; these are covered in the Reports section of this manual
Click the Effort Report Administration link to access the following screen:
The Effort Reporting Module is configured from within System Setup. Each link/configuration/notification is described below. Any field noted by a red asterisk * is a required field and will return an error if the field is left blank when saving.
Configure Report Status Codes
Clicking this link takes the user to the screen below:
From here the user can configure which status codes your institution would like to use for Effort Reports, if they require a notification and a code description describing what the code means in the system.
Your setup will come preconfigured with the status codes shown above that are already used within the system. It is suggested that you do not delete any of these codes unless working with your Project Manager or other iMedRIS™ Personnel. Below are a few examples of Status Codes:
- Open – Effort Report is ready for review and certification
- Certified – Effort Report has been certified
- Open-Reopened – Effort Report was reopened by a user and is ready for review and certification
- Partially Certified – Multiple Certifications are required; all projects have not been certified
- Not Required – No federal effort was reported
- Exception – More cost share indicated than supported by a project or more salary paid through a sponsored project then budgeted (requires iRIS™ Grants Modules)
- Certified/AdjustReqd - The Payroll percent (%) was changed on the Effort Report
- Open-Reissued – Effort Report was reissued by the Coordinator and is ready for review and certification
- Overdue – Open, reissued, or reopened Effort Reports that have past the certification deadline
- Adjustment Required – Effort Report was changed more than +/- 5% and will require payroll/project adjustment
Clicking the Add a New Code button opens the form shown below:
From here you can enter customized status codes if desired.
Clicking Save saves the Status Code and return the user to the list of Status Codes.
These codes appear on the Effort Certification Report, as shown in the screenshot below:
Click the icon in the Edit column to edit the corresponding Status Code.
Click the icon in the Delete column to permanently remove the corresponding Status Code from the system. Warning: deleting Status Codes already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click the Back link to return to the list of configurations in System Setup.
Configure ERS Item Category
Clicking on this link takes the user to the screen below:
This configuration allows the user to select which Item Categories appear on the Effort Certification Report for users to split their time between. The screenshot below shows a sample Effort Report with the category listed above. Additional categories display below the one in the red box:
Click the Add a New Code button to open the form shown in the screenshot below:
Click the icon in the Edit column to edit the corresponding, existing Item Category.
Click the icon in the Delete column to permanently remove the corresponding Item Category from the system. Warning: deleting Item Categories already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click Save to save the Item Category and return to the list of categories.
Configure ERS Period Type
Clicking this link takes the user to the screen below:
From here the user can configure which Period Types the institution would like to use for Effort Reports. Period Types may include Regular or Off Quarter, which may indicate portions of an academic calendar where summer is certified separately as Off Quarter while Regular would indicate the academic year defined by the institution.
The system comes preconfigured with the Period Types shown above that are already used within the system. It is suggested that you do not delete any of these codes unless working with your Project Manager or other iMedRIS™ Personnel.
Click the Add a New Code button to open the form shown in the screenshot below:
Click the icon in the Edit column to edit the corresponding, existing Period Type.
Click the icon in the Delete column to permanently remove the corresponding Period Type from the system. Warning: deleting Period Types already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click Save to save the Period Type and return to the list of Period Types.
Configure ERS Report Period
This is where the user configures the report period for their institutional effort reporting. Clicking on this link takes the user to the screen below.
Click the Add a New Period button to open the form shown in the screenshot below:
The fields included in this screenshot are as follows:
Please note: Any field with a red asterisk * is a required field
Period Name – the name assigned to the reporting period
Schedule Code – for use within the institution (in this example, 1 = Academic, 2 = Non-Academic)
Period Code – for use within the institution (in this example, each period of time within a year is assigned a code)
Start Date – the starting date for the effort reporting period
End Date – the ending date for the effort reporting period
Reporting Date – date the effort reports are to be generated and distributed to certifiers
Certify Date – certification deadline for certifying effort reports
Remind Certify Due – if yes will generate a reminder message indicating that certification of an Effort Report is due 10 number of days before certification
Verify Date –date that verification of effort reports is due
Remind Verify Date - If yes will generate a reminder message indicating that verification of an Effort Report is due 10 days before verification
Academic Start Date – indicates when the academic period started
Academic End Date – indicates when the academic period ended
Period Type – configured earlier in this document, indicates in our example of a Regular Period (R) or an Off-Quarter Period (O)
Period Status – for use within the institution (in this example, N=Normal)
Click Save Report Period to save the new period.
Clicking the icon in the Edit column allows the user to edit details of the corresponding, existing Report Period.
Clicking the icon in the Delete column permanently removes the corresponding Report Period from the system. Warning: deleting Period Types already configured in your system may cause unintended errors in Effort Report Certification.
Click the Back link to return to the list of configurations in System Setup.
Configure ERS DOS Codes
This is where the user will configure the Description of Services (DOS) Codes for their institutional effort reporting from payroll. This data is mapped from the institution’s payroll system. Clicking on this link takes the user to the screen below.
Sample codes may include the following:
- ACA – Academic Research Pay
- ACT – Terminal Vacation Pay
- ACS – Sabbatical Pay
- ACR – Summer Research Pay
- REG – Regular Pay
- OTS/OTP – Overtime Pay
- VAC – Vacation Pay
- SKL – Sick Leave Pay
Click the Add a New Code button to open the form shown in the screenshot below:
DOS Time Code was described above, and Period Type was previously configured as (R) Regular or (O) Off Quarter. Click Save to add the new code to the system.
Click the icon in the Edit column to edit the corresponding, existing DOS Time Code.
Click the icon in the Delete column to permanently remove the corresponding DOS Time Code from the system. Warning: deleting DOS Time Codes already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click Save to save the DOS Time Code and return to the list of DOS Time Codes.
Configure ERS Time Code
This is where the user will configure the ERS Time Code for their institutional effort reporting from payroll. This data is mapped from the institution’s payroll system. Clicking on this link takes the user to the screen below.
Click the Add a New Code button to open the form shown in the screenshot below:
The ERS Time Codes can be configured to match the institution’s payroll system and may include the following examples:
- 1 – Salary/Exempt
- 2 – Stipend
- 3 – Hourly
- 4 – Additional Pay (Regular)
This information is displayed when a user views the Payroll Details for an activity or the total Payroll Details for the reporting period:
The Period Type was previously configured as (R) Regular or (O) Off Quarter in this document. Click Save to add the new code to the system.
Click the icon in the Edit column to edit the corresponding, existing ERS Time Code.
Click the icon in the Delete column to permanently remove the corresponding ERS Time Code from the system. Warning: deleting ERS Time Code already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click Save to save the ERS Time Code and return to the list of codes.
Configure ERS Pay Category
This is where the user will configure the ERS Pay Categories for their institutional effort reporting from payroll. This data are mapped from the institution’s payroll system. Clicking on this link takes the user to the screen below.
Click the Add a New Code button to open the form shown in the screenshot below:
The ERS Pay Category can be configured to match the institution’s payroll system and may include the following examples:
- N – Normal (Regular)
- N – Normal (Off Quarter)
- L – Late Pay (Regular)
- A – Additional Pay (Regular)
This information is displayed when a user views the Payroll Details for an activity or the total Payroll Details for the reporting period:
The Period Type was previously configured as (R) Regular or (O) Off Quarter in this document. Click on Save to add the new code to the system.
Click the icon in the Edit column to edit the corresponding, existing ERS Pay Category.
Click the icon in the Delete column to permanently remove the corresponding ERS Pay Category from the system. Warning: deleting ERS Pay Category already configured in your system may cause unintended errors in Effort Report Certification and data loss.
Click Save to save the ERS Pay Category and return to the list of codes.
Click the Back link to return to the list of configurations in System Setup.
Effort Reporting Notifications
The five available Effort Reporting notifications are shown on the right-hand side of the screen below:
Each notification allows the user to customize the language that goes out via email using merge codes to pull data from the system. When the user adds or edits a notification, they have the option of inserting merge codes to pull system data into the notification. The Insert Data Merge Code popup is shown below:
Inserting merge codes into the body of the notification automatically pulls in data relevant to the user receiving the notification and the reporting period, as shown in the example below:
In this example, merge codes automatically pull in the date the notification is generated, user name, effort reporting period and effort reporting period start and end dates. This allows institutions to customize notifications generated by the system.
The following manual subsections describe each notification, its intended recipient and what is generated by the iRIS™ system.
Principal Investigator Due Notifications
This notification sends the Principal Investigator of a project an Action Task and an email (if selected) when a Research Team Member has submitted an Effort Report for review.
In the example above, the notification is set to send an Action Task and an email. Click the icon in the Edit column to open the corresponding notification in an edit panel, as shown below:
The form allows the user to select whether an email is sent and to customize the language of the email to the user for whom the notification is generated. Click the Insert Merge Code button to open the Insert Data Merge Code popup, as shown below:
Click to select a merge code to include it in the body of the email. Back in the edit panel, click the Save Notification button to save changes.
Back on the notification list page, click the icon in the Delete column for the applicable notification to delete it.
Coordinator Certification Due Notifications
This notification sends the Coordinator an Action Task and an email (if selected) when an effort report is certified.
Note that a large number of notifications may be sent in larger institutions with a larger number of users.
Click the Delete Notification button to eliminate this notification from the iRIS™ system.
In the example above, the notification is set to send an Action Task and an email. Click the icon in the Edit column to open the corresponding notification in an edit panel, as shown below:
The form allows the user to select whether an email is sent and to customize the language of the email to the user for whom the notification is generated. Click the Insert Merge Code button to open the Insert Data Merge Code popup, as shown below:
Click to select a merge code to include it in the body of the email. Back in the edit panel, click the Save Notification button to save changes.
New Effort Reports Generated Notifications
This notification send selected iRIS™ users an Action Task and an email (if selected) when an effort report is generated for the user and is ready for review/certification.
In the example above, the notification is set to send an Action Task and an email. Click the icon in the Edit column to open the corresponding notification in an edit panel, as shown below:
The form allows the user to select whether an email is sent and to customize the language of the email to the user for whom the notification is generated. Click the Insert Merge Code button to open the Insert Data Merge Code popup, as shown below:
Click to select a merge code to include it in the body of the email. Back in the edit panel, click the Save Notification button to save changes.
Back on the notification list page, click the icon in the Delete column for the applicable notification to delete it.
Effort Reports Re-issued Notifications
This notification sends selected iRIS™ users an Action Task and an email (if selected) when an effort report is re-issued by the Coordinator and is ready for review/certification.
In the example above, the notification is set to send an Action Task and an email. Click the icon in the Edit column to open the corresponding notification in an edit panel, as shown below:
The form allows the user to select whether an email is sent and to customize the language of the email to the user for whom the notification is generated. Click the Insert Merge Code button to open the Insert Data Merge Code popup, as shown below:
Click to select a merge code to include it in the body of the email. Back in the edit panel, click the Save Notification button to save changes.
Back on the notification list page, click the icon in the Delete column for the applicable notification to delete it.
Changes in Effort Notifications
This notification sends selected iRIS™ users an email when the effort on an Effort Report is changed more than +/-5% in any category. This notification is intended to flag users designated in the system that the Effort Report must be reviewed and payroll reconciliation may need to be completed for compliance purposes.
Click the icon in the Edit column to open the corresponding notification in an edit panel, as shown below:
From this screen the user can add iRIS™ personnel to receive this email notification. Click the Add Personnel button to open a personnel lookup form, as shown below:
Use the filters at the top of the form to search for personnel to be added to distribution for the notification. Click the green checkmark in the search results list to add the user to distribution for the notification. To select multiple personnel, click to select the Check for Multiple checkbox next to each name and click the Save Selected User(s) button.
The form allows the user to select whether an email is sent and to customize the language of the email to the user for whom the notification is generated. Click the Insert Merge Code button to open the Insert Data Merge Code popup, as shown below:
Click to select a merge code to include it in the body of the email. Back in the edit panel, click the Save Notification button to save changes.
Back on the notification list page, click the icon in the Delete column for the applicable notification to delete it.
Effort Reporting Interfaces
If your institution is using other iRIS™ modules such as IRB, IACUC, Pre/Post Award, SRB, etc., data flows seamlessly into the Effort Reporting module and effort reports are generated using a minimal amount of data imported from sources external to the system, usually payroll data.
If the Effort Reporting module is set up as a standalone module, interfaces with external systems must be configured in order to generate effort, associate that effort to a project and then associate that project with users who are Key Study Personnel. Below is a list of the interfaces that are required for the system to generate accurate Effort Reports:
During implementation, the Project Manager assists the institution in configuring and building these interfaces to ensure that accurate data is available for the system to generate effort reports.
CAUTION!
Once these interfaces are configured, do not attempt to modify them. System functionality may be adversely affected if any changes are made. If your institution has made changes in external systems, please contact iMedRIS™ Data Corporation to assist you with updating your configuration.
iRIS™ Interface Specifications
Payroll Interface
| Field Name | Format (#) | Can be Null? | Description |
|---|---|---|---|
| PAY_CYCLE_END_DATE | datetime | No | Date when the effort was reported as worked |
| PAY_CYCLE_CODE | varchar (2) | No | Pay Cycle, i.e. MO for Monthly, BW for Biweekly, configured to Institution |
| EMPLOYEE_ID | varchar (9) | No | Employee ID |
| ENTRY_SEQUENCE_NUMBER | Integer | No | Transaction number |
| HOME_DEPT | varchar (30) | Yes | Home Department of the employee |
| PAYROLL_FAU | varchar (30) | Yes | Payroll chartstring or funding code |
| TRANS_CODE | varchar (2) | Yes | Transaction Code, i.e. AU for Automatic, configured to Institution |
| PAY_SCHEDULE_CODE | varchar (1) | Yes | Academic (1) or Non-Academic (2) |
| RATE_TYPE_CODE | varchar (1) | Yes | What type of compensation, i.e. A for Annual, H for Hourly, configured to Institution |
| PAY_PERIOD_END_DATE | datetime | No | Date when pay period ended |
| PAID_HOURS | numeric (8, 2) | Yes | Number of hours paid (for hourly employees) |
| PAID_AMOUNT | numeric (10, 2) | Yes | Amount Paid for the pay period |
| PAID_PERCENT | numeric (6, 2) | Yes | Percentage Amount Paid is of Total Compensation for the pay period |
| PAY_RATE | numeric (10, 2) | Yes | Rate of Pay for the pay period |
| TITLE_CODE | varchar (4) | Yes | Employee Title Code |
| TITLE_CODE_NAME | varchar (30) | Yes | Employee Title Name |
| ACAD_APPT_IND | varchar (3) | Yes | Academic appointment (yes/no) |
| TC_ACAD_APPT_BASIS | varchar (1) | Yes | Academic appointment basis (1 – 12 months, 2 – 11 months, 3 – 10 months, 4 – 9 months) |
| TC_ACAD_PAY_PERIOD | varchar (1) | Yes | Academic Pay Period (1 – 12 months, 2 – 11 months, 3 – 10 months, 4 – 9 months) |
| DISTINCT_DOS | varchar (3) | Yes | Description of Service Codes (configuration) |
| DOS_TIME_CODE | varchar (1) | Yes | Time Code (configuration) |
| DOS_PAY_CATEGORY | varchar (1) | Yes | Pay Category (configuration) |
| EARNING_DERIVED_PERCENT | numeric (6, 2) | Yes | For hourly employees, (total number of hours assigned/40) |
| ID_MODIFIED | Integer | No | ID of individual who last modified record |
| DATE_MODIFIED | datetime | No | Date record was last modified |
| ID_CREATED | Integer | No | ID of individual who created the record |
| DATE_CREATED | datetime | No | Date record was created |
Project Interface
| Field Name | Format | Can be Null? | Description |
| FAU | varchar (30) | No | Chartstring/funding code for project |
| PROJECT_ID | varchar (30) | No | Project Number/Award Number |
| SPONSORED_IND | varchar (3) | No | Is this project sponsored (yes/no) |
| FED_FUND_ID | varchar (3) | No | Is this project federally funded (yes/no) |
| CERT_REQD_IND | varchar (3) | No | Is certification required (yes/no) |
| PROJECT_START_DATE | datetime | Yes | Project Start Date |
| PROJECT_END_DATE | datetime | Yes | Project End Date |
| FAU_OPEN_DATE | datetime | Yes | Effective Date for the project – FAU Open Date |
| FAU_CLOSED_DATE | datetime | Yes | End date for account – FAU Closed Date |
| SPONSOR_CODE | varchar (10) | NO | Sponsor code |
| SPONSOR_NAME | varchar (256) | NO | Name of Sponsor |
| CONTRACT_NBR | varchar (30) | YES | Contract number if applicable |
| PROJECT_NAME | varchar (256) | NO | Name of Project |
| FUND_NAME | varchar (30) | YES | Name of Fund (of specified FAU) |
Project Personnel
| Field Name | Format | Can be Null? | Description |
| PROJECT_ID | varchar (30) | No | Project Number/Award Number |
| EMPLOYEE_ID | varchar (30) | No | Employee ID Number |
| EMPLOYEE_ROLE | varchar (30) | No | Employee Role on the project, mapped to roles within Effort Reporting |
| EMPLOYEE_PROJECT_STATUS | Varchar (1) | No | Employee Status on Project, A – Active, I -Inactive |
Cost Sharing
| Field Name | Format | Can be Null? | Description |
| FAU | varchar (30) | No | Chartstring/Funding Code |
| PROJECT_ID | varchar (30) | No | Project Number/Award Number |
| EMPLOYEE_ID | varchar (30) | No | Employee ID Number |
| START_DATE | varchar (3) | No | Start date of Cost Sharing |
| END_DATE | varchar (3) | No | End date of Cost Sharing |
| COST_SHARING_PCT | varchar (3) | No | Cost Sharing Percentage |
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