Running the Effort Report

An effort report is a statement certifying the payroll distribution and cost sharing charges accurately reflect effort expended. You run Effort Calculation and Certification Report (GM165) to calculate and print this information.

When you complete the payroll cycle by running Payroll Close (PR197) or Non-Lawson Payroll Tran Import (GM500), the application uses the employee time records to create effort distributions. Effort Calculation and Certification Report (GM165) uses these effort distributions to calculate effort percentages for each employee and effort reporting period.

You can print the effort certification report several times in the effort reporting process.

  • Print the report after payroll close and before entering actual effort to see what grant activities had planned effort or salary costs charged to them in the current report period.

  • Print it again after you enter actual effort on Actual Effort Entry (GM65.2) and before the effort is certified to review actual effort percentages on the effort report.

  • Print it again after you have adjusted rounding variances on Effort Rounding Adjustment (GM66.1) so that the total planned effort and salary percentages equal 100%.

  • Print the report again after effort has been certified on Primary Certifier (GM65.3) and optionally Secondary Certifier (GM65.4) to create an audit copy of the effort report.

Before you run an effort report, the payroll cycle must be closed. (For Lawson Payroll, this means you have run Payroll Close (PR197). For non-Lawson payroll, you have run Non-Lawson Payroll Tran Import (GM500).)

To calculate effort and create the effort report

  1. Access Effort Certification Report (GM165).
  2. On the Main tab, use the following guidelines to enter field values.
    HR Company

    Type or select the Human Resources company of the employees you are running the effort report for.

    Process Level or Processing Group

    Type or select a process level to identify employees to process.

    - or -

    Type or select a processing group to identify employees to process.

    Employee Group or Employee Range

    Type or select an employee group to identify employees to process.

    - or -

    Type or select a range of employee numbers to identify employees to process.

    Reporting Period

    Type a date range for the effort transaction information to include in the report.

    Both the begin and end date in this range are used in the effort records. The reporting period is important to keep the records unique. If you use the wrong date range, you will have to go back and calculate effort again using the correct dates. You cannot simply use the recalculate report option.

    When you close a payroll cycle (PR197 or GM500), an effort transaction file is updated with detailed effort distributions for employees who are subject to effort reporting. When GM165 creates effort reports, it uses this effort transaction file. Transactions with dates that fall within the effort reporting period are selected and processed, and determine the calculated salary and planned effort percentages on the effort report.

    Report Option

    Select how you want the report to run.

    • Calculate Effort (1)
    • Recalculate Effort (2)
    • Print Only (3)

    Calculate Effort creates effort records in the Grant Management system. If records already exist for the employee and date range, the program checks the status of the effort records. If effort record status is Calculated (1) or Entered (2), the program will not create new records. If the record status is Partially or Completely Certified (3 or 4), then a new record will be created with a new sequence number. The program output will show the new record.

    Recalculate Effort replaces any existing effort records with new records if the status of the existing records is Calculated (1) or Entered (2). The program output shows the effort report records that were re-created.

    Note: Any actual effort entered on the existing effort report (including any lines manually added on GM65.2) are lost.

    Print Only prints existing effort records, and does no calculation.

    Print Only Sequence Number

    Type a sequence number to determine which effort records to include in the report when you use the Print Only Report Option. A blank field means the report prints records with a sequence number equal to zero.

    Note: You cannot use this field with the Calculate or Recalculate Report Options because those options create records and assign the appropriate sequence numbers.
  3. On the Other Options tab, define the percentages to include in the report, and, optionally, the pay codes to be excluded from the report. Use the following guidelines to enter field values.
    Calculate Cost Share

    Select Yes or No to determine if the values in the cost share column on GM65.x and the GM165 report should be calculated.

    The cost share percentage is a computation of the planned effort percentage minus the salary percentage.

    Select No if you do not use planned effort percentages, defined on Labor Distribution templates or Labor Cost Transfer templates.

    If you select Yes and there is no planned effort percentages in the templates, the cost share percentages will be negative.

    Note: This field does not control if activities defined as cost share on Cost Share (GM01.2) print on the report.
    Capture Committed Effort

    Select Yes in this field to capture the committed effort for the effort report. To actually display the effort percentage, you must also select Yes in the Committed Effort field. Committed effort comes from the value entered in the Committed Effort field on Award Personnel (GM03.1) for the activity (or its parent) that appears in the effort report line.

    Salary

    Select Yes to display a salary column on the report.

    Salary percentages are calculated using effort transaction data created during the payroll close cycle (PR197 or GM500). The salary percentage for each effort report line is calculated as the pro rata share of the total amount paid to the employee during the effort reporting period.

    If you select No, the percentages display as zeros.

    Planned Effort

    Select Yes to display a planned effort column on the effort report.

    Planned effort percentages are calculated using effort transaction data created during the payroll close cycle (PR197 or GM500). During this process, planned effort percentages are translated to planned effort amounts in the effort transaction file. The planned effort percentage for each effort report line is calculated as the pro rata share of the total planned effort "amount" for the employee for the effort reporting period.

    If you select No, the percentages display as zeros.

    Cost Share

    Select Yes to display a cost share column on the effort report.

    The cost share percentage is a computation of the planned effort percentage minus the salary percentage. You must also select Yes in the Calculate Cost Share field for this cost share percentage to be calculated.

    Select No, if you do not use planned effort percentages on Labor Distribution Templates Entry (GM10.2) or Labor Cost Transfer Templates Entry (GM12.2). If you select No, the percentages display as zeros.

    Note: If you select No in the Calculate Cost Share field, there is no cost share percentage to display.
    Committed Effort

    Select Yes to show a Committed Effort percentage column on the report.

    You must also select Yes in the Capture Committed Effort field to capture the committed effort defined on Award Personnel (GM03.1).

    Institution

    Type or select the institution ID that contains the certification text that you want to appear on the effort report.

    Note: This field only retrieves certification text. It is not used as a filter criteria for grant activities to include on the report.
    Exclude Pay Codes

    Select up to 10 pay codes to identify certain types of pay that should be excluded from the Effort Report, such as bonus pay or certain types of vacation or overtime pay.

    Note: If you enter exclude pay codes, you cannot enter an exclude pay class.
    Note: You cannot change or enter new pay codes to exclude when you run GM165 with the Print Only (3) option in the Report Option field on the Main tab. Print Only prints data already calculated, so the pay codes excluded when effort was calculated (or recalculated) are the only pay codes excluded when you Print Only.
    Exclude Pay Class

    Select a pay class to exclude from the report all the pay codes associated with the pay class.

    Note: If you select an exclude pay class, you cannot select exclude pay codes.

    Pay classes are defined on Pay Class (PR20.1). They consist of a list of pay summary groups. Pay summary groups are defined on Pay Summary Group (PR20.2), and associated with a pay class on Pay Summary Group Relationships (PR20.3). Pay summary groups are also associated with pay codes on Pay Code (PR20.4).

    Therefore, when you exclude a pay class, you exclude all the pay codes that are associated with the pay summary groups that comprise the pay class.

  4. On the Output Options tab, define the report output options. Use the following guidelines to enter field values.
    Sort

    Select how you want the data sorted on the report.

    • Department/Employee (1) (default)
    • Primary Certifier (2)
    • Secondary Certifier (3)

    Department/Employee is actually Company/ProcessLevel/Department/Employee

    Note: e-Broadcast is available with different breaks, based on sort.
    Infor Process Automation Trigger

    Select whether you are using Infor Process Automation for effort certification. The default is No.

    Note: You must have Infor Process Automation installed and the Effort Cert service enabled.
    Print Comments

    Select whether to print line only (2), header only (3), both header and line (4), or no comments at all (1) on the report. The default is No (1).

    Note: This option is meaningful only if you are running the report with Report option 3 (Print Only). If you are recalculating effort reports, any comments that were entered on GM65.2 will be lost. If you are calculating for the first time, no comments can exist yet.
    Note: Avoid using a print comments option if you are creating a CSV file. Comments tend to cause problems for CSV files.