OSU Effort Reporting System (HRS Users)

Getting Started

Step 1 – Receive Operator Identification Number (OpID)

Step 2 – Request HRS Access and/or Access to ERS

Step 3 – Load 3270 Software onto Desktop

Step 4 – Login

Step 5 – UP1 Screen

Step 6 – UP2 Screen

Step 1

Knowing your OpID

The OSU Effort Reporting System (ERS) is part of the University’s Human Resources System (HRS). Thus access to ERS is granted by OSU Human Resources Personnel. Therefore, before a person can gain access to ERS, the individual must have an Operator Identification Number (OpID).

The OpID is a four digit number assigned by the Information Technology (IT). If you already have access to the Student Information System (SIS), Human Resources System (HRS) or the Financial Reporting System (FRS), you already have an OpID and you do not need another OpID for access to ERS.

Many faculty and staff members already have an OpID, but maybe unaware. If you are unsure, you may email o find out if you have been assigned an OpID.

If an OpID has not been assigned, one will be assigned during Step 2 Requesting HRS Access and/or Access to ERS.

Step 2

Requesting HRS Access and/or Access to ERS

Individuals requiring access to the ERS will need to complete an HRS Access Request Form. If HRS access has already been provided, access to the ERS screens must also be requested as part of the person’s operator profile

TheHRSAccess Request Form can be found online at:

Complete the applicant information section of the HRS Access Request Form and check the box (A-21 PI Confirmation). The form will require Dean and/or Department Head Approval before being sent to Human Resources, 106 Whitehurst.

If you know your OpID when submitting the HRS Access Request form, please include the OpID in the SCT Operator ID field. If you do not have a number or it is unknown, please leave the field blank.

When HRS access is established, you will be provided with a temporary login password. On the initial login, you will be directed to change your password. The password must be reset every 120 days.

If you have questions relating to the HRS Access Request form, please contact Sam Bhattarai (405) 744-5759 or email at .

REMINDER: Make sure your OPID is on all your AWARD ROUTINGSand/orEMERGENCY ACCOUNTS.

Step 3

Loading 3270 Software onto Desk Top

If you already have SIS, HRS, or FRS access you already have the QWS3270 Secure software. The same icon will grant you access into HRS.However, you cannot use the Effort Reporting System if you do not have QWS3270 Secure software on your computer. If you wish to check, the icon should show up on our desktop in the following manner:

OR

If neither icon is present or if a listing of your programs does not show“QWS3270 Secure,” you will need to load the software onto your computer.

QWS3270 software can be accessed at the following OSU website:

Instructions for loading the software can be found at:

Many colleges and departments require a systems administrator to load any additional software or applications. If this is the case in your department, the department’s administrative support staff or fiscal officer should be able to help address this issue.

Once the OpID is created, HRS access is granted, and QWS3270 is installed on your computer, you will be able to take advantage of the Effort Reporting System.

Step 4

Login

It is a simple process, and it should take no longer than 30 seconds to get into the system once you become accustomed to the process. This process will take you through 5 screens once the QWS3270 icon is clicked.

On your computer, click the QWS3270 icon.

First Screen

This should open the software application’s “connect” box.

Use the dropdown box for “Session Name” and choose “MVS” (or the session name you chose to open a mainframe session). MVS is generally the default name that will appear. Click the “Connect” button to enter into the next screen.

The second screen will show:

“OklahomaStateUniversity”

“Enter APPLICATION NAME”

Type “SCTP”

The third screen will be an announcement page.

If no announcements are stated, hit “Enter.”

The fourth screen will display:

“ZCTL”

Hit “Enter”

The fifth screen will be the login:

System Number? You can use either 003 or HRS

Your Operator Number? This is your 4-digit OpID

Your Password?

Example of the fifth screen:

If it is your first time logging into HRS, you will have a temporary password. You will be prompted to immediately change your password once you enter HRS with the temporary password.

Congratulations! You’re in. You should be at the following screen:

Step 5

UP1 Screen (Authorized Delegates use the UP3 Screen and enter the OPID by PI)

The PI will enter into screen:

  • As the PI the ID field will automatically be filled with your OpID number
  • Year: Enter the 2-digit calendar year (12)
  • Reporting Period: This is the 2-digit number for the month you are reviewing.

(January =01; February=02…).

Once these fields are entered, information pertaining to each project under the purview of the PI will be displayed.

  • The information will be sorted by Employee then by Account Number with the Account Name. Each participant paid on the grantand their associated payroll percentage for all accounts they are paid will be displayed.
  • At least one page will be displayed per position/employee. Some may have more than one page due to the number of accounts they are paid and/or if they are biweekly instead of monthly there will be at least two screens displayed. A total will displayed at the end of every employee to be reviewed.
  • On the left hand side of the screen, a “__” will be displayed. Either a “Y,” “N,” or “X” should be placed in the “__”. A “Y” represents a confirmation of reasonable effort of the participant performed in support of the project. The PI should type “Y” if the PI agrees with the percentage of effort performed or “N” if the PI disagrees with the reasonable effort (a reason will be required if a N is entered. This should be the same reason or similar to the reason that will be on the recast that will need to be created)—Or “X” if the PI is not responsible for the project account (in the case of individuals participating on multiple projects or other departmental accounts).

The following is an example of the UP1 screen:

Hit Enter for the Remaining Portion of Activity for this employee until you see a total.

Step 6

UP2 Screen (Authorized Delegates Use the UP4 Screen)

Approval/Certification

The UP2 screen is the next and last step in the confirmation process.

  • UP2 is the final step and is the certification for all the previous accounts reviewed.
  • An “N” entry on UP1 does not preclude the PI from the ability to confirm “Y” on UP2 to certify the monthly review was performed.
  • UP2 requires the PI to approve the confirmation by entering “Y” and typing the PI’s name and date. This becomes a “digital signature” of the confirmation and will be OSU’s Official certification of time and effort.

The following is an example of the UP2 screen:

Enter your approval by typing Y for Yes and type your full name with the date in the Approve Name field.

Congratulations! You have finished the time and effort certification for the month in the HRS SYSTEM.

NOTE: IF YOU USED THE WEB-BASED TIME AND EFFORT SYSTEM YOU DO NOT USE THIS PROCESS.