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Effort Reporting System Replacement

As part of an ongoing system review to enhance the University’s research administration processes, the Office of Research Administration is pleased to announce a new initiative which will replace Yale’s current paper Effort Reporting process with a web-based process.  This initiative is one component of a comprehensive review of policies, procedures and training designed to further enhance Yale’s compliance with sponsor and federal regulations.     

This past spring a cross-campus team evaluated software vendors’ effort reporting products and selected MAXIMUS, Inc.’s online effort certification system, called CERT.  MAXIMUS is a provider of management services and software applications for the public sector, specializing in meeting federal regulatory requirements including the Office of Management and Budget’s Circular A-21. 

The CERT system is a secure, web-based application for reviewing, adjusting, and certifying effort on sponsored projects.  It will be used by faculty, principal investigators and other officials responsible for managing personnel who are paid from sponsored projects as well as business offices responsible for the management of salaries charged to sponsored projects.  CERT’s features include:

  • Electronic modification and certification of effort;
  • Identification of awards with sponsor imposed salary rate caps, e.g., NIH, SAMSHA, AHRQ;
  • Identification of cost sharing accounts;
  • Award information to better identify projects, e.g., start and end dates, titles, sponsor;
  • Email notifications;
  • Access to historical sponsored projects payroll distributions;
  • Access for business offices to review and modify payroll distributions;
  • Ability to monitor the certification process;
  • Controlled access according to role and responsibility of the user;
  • Elimination of paper; and
  • An electronic “audit trail”.

The implementation of this web-based system is a University effort with members across campus participating on the Advisory or Core Team.  The University Research Compliance Officer, Alice Tangredi-Hannon is the Project Owner and Frances Dykstra is the Project Manager.  Both Alice and Fran will be communicating to the community through the Teams, separate communications, and various campus groups on the progress of this project.  In the meantime, if you have additional question, comments or suggestions, please contact Fran at frances.dykstra@yale.edu or at x6-8582.