How Faculty Effort eFECS You

by Alice Rose

The eFECS team (electronic Faculty Effort and Cost Sharing) was formed in February 2004 to evaluate the possibility of instituting an electronic effort reporting and cost sharing system. A new online system would replace the existing manual, labor intensive process and would provide a product that better suits the needs of its users.

The eFECS team is sponsored by Sue Camber (RAA) and Jane Wiseman (MAA). It is composed of members from both central and academic departments. The FM members of the team are: Suzette Ashby (MAA), Lauren Collins (GCA), and Alice Rose (GCA). In addition, Computing & Communications (C&C), Grant and Contract Services (GCS) and academic departments representing different areas of campus are participating on the team.

What in the world is cost sharing and faculty effort? All faculty members who are paid on a grant or contract and/or have cost sharing commitments must document their effort on a quarterly basis. Cost sharing is an arrangement whereby a principal investigator (PI) offers to pay for part of the project expenses using funds other than those provided by the sponsor. Therefore, the PI and University share in the cost of the research with the sponsor. Cost sharing commitments can be performed in a variety of ways, including paying for lab supplies, equipment, or travel expenses. Another form of cost sharing is faculty effort. This type of cost sharing requires the PI and other researchers to pay for their own salaries using local University funds.

The current system is complicated and doesn’t accommodate its users’ needs. Every quarter, C&C prints a blank form that pulls budget and salary data from the Financial Accounting System (FAS). The form is sent to MAA for distribution to campus. MAA sends the form to the PI to fill out, sign and send back to MAA. When MAA receives the completed form, the information provided by the PI is entered into FAS.

See how a new system would make things easier?

The team is in the process of reviewing the external requirements that impact faculty effort reporting. These include determining campus needs, reviewing software products and conducting a cost-benefit analysis. The goal of the team is to develop a recommendation for an improved, simplified, electronic form of effort reporting and cost sharing system.

Additional updates can be found on the eFECS website: http://www.washington.edu/research/maa/efecs/efecs.htm

The eFECS team is scheduled to present its recommendations to its sponsors in fall 2004. Wish them luck!