The role of the departmental and central administrator in the Time and Effort process is to work with the PI’s and Managers to facilitate the certification process and make sure the process is completed for your Adloc or Institution.
Following are the essential functions you must perform. These first functions are common to both departmental and central administrators.
Determine the employees that will certify their own documents
Normally (and by default), this will be employees that are PI-Eligible – as defined on the BPP title code table. This is more fully define on the page Self Certification and PI Eligibility.
Set up managers for non Self-Certifying employees
As a departmental administrator you need to verify that employees in your department have managers set up correctly in the SSO system. By default the Time and Effort system uses the “Standard” manager structure in SSO. You may also set up a manager structure just for Time and Effort documents. If you do not have access to the departmental administrator functions in SSO, contact your central office and find out if they will set up the managers for you, or if they will delegate the task to you.
Screen shot from the SSO manager set up page.
Manage the administrative verification process
As a department administrator you may decide to perform an administrative verification of the time and effort documents prior to releasing these document to PI’s and managers in your department. This is an optional features and is more fully explained in the Key concepts post on the subject.
Work with your central administrator to turn this feature on or off for your Adloc.
Work with PI’s and Managers to set up and monitor employee confirmations
Employee confirmation is an optional feature of the Time and Effort system that allows non PI-eligible employees to participate in the Time and Effort process.
If you have PI’s and managers that opt to use this feature, you will need to set up employees in your department to do so. The set up is a fairly simple process and is explained in this post: Setting up employee confirmation
If you have turned on this feature for some of your employees, you will need to work with your PI’s and managers to insure that the confirmation step is completed. Use the “find documents” tab to find documents that need to be certified.
Use reports and screens in the system to oversee the certification process
On your reports tab are several reports that you can run to see the status of your adloc(s). These reports will let you know who has completed the certification tasks at a summary level.
Additional functions for Central Administrators
The central administrators in the system have the following additional responsibilities:
- Maintain Self Certification / PI eligibility. See instructions here
- Determine what tasks you will delegate to your departmental administrators
- Educate and train your departmental administrators for the functions that you want to delegate
- Determine if you want to allow your department to use the administrative verification process
- Determine if you want to allow your departments and PI’s to use the confirmation process
- Activate adlocs and set up adloc preferences
- Establish a business process for handling rejected documents and subsequent payroll corrections
- Run reports and insure that the process is completed for each certification period