Faculty Workload Management

User Guide


Contents

Objective

Introduction

Browser and Mobile Capability

Security

Accessing the Faculty Workload Management Application

Faculty Workload Management Application

Landing Pages

Approver Summary

Updater Summary

HR Summary

Faculty

FWM Reports

Instructor List Overview

Source of Data

Instructor Search

Instructor Search – Filter Definitions

Search Results-Instructor List

Expanding Search Results-Instructor List

Changing Search Results

Instructor Search - Warning or Error Messages

Workload Details Page Overview

Source of Data

Academic Year

Class Schedule

Elapsed Time (MSCF)

Base Salary

Credits to Pay

Salary Overload Tracking (MSCF)

Percent of Full-Time Work (IFO)

Classroom Preparations (MSCF)

Instructional Workload Details

Instructional Workload Details Field Definitions

Non-Instructional Workload Details

Non-Instructional Workload Details Field Definitions

Pay Info Maintenance

Pay Calculation Formula Rules

Cost Center Maintenance

Cost Center Validation

How to enter a Cost Center if one has not been assigned to the course

How to add an additional Cost Center to an existing date range for an instructor’s course

How to add an additional Cost Center and a new distribution date range for an instructor’s course

Troubleshooting Cost Center Maintenance Errors

Cost Center Maintenance Error Messages

Workload Status

Understanding Workload Status Approver and Reviewer in FWM

Hiring Reason

General Hiring Reason Rules

Enter a Hiring Reason

Hiring Reason Definitions

MSCF Salary Overload Tracking

Access MSCF Salary Overload Tracking (Two Year Institutions ONLY)

Sorting MSCF Salary Overload Tracking Records

Displaying MSCF Salary Overload Tracking Record Exceptions

MSCF Salary Overload Tracking Field Definitions

MSCF Preps Report (Two Year Institutions ONLY)

Non-Instructional Assignments

How to Access Non-Instructional Assignment Maintenance

Non-Instructional Assignment Rules

How to Add a Non-Instructional Assignment

How to Modify a Non-Instructional Assignment

How to Delete a Non-Instructional Assignment

How to Copy a Non-Instructional Assignment

Management Programs (Two Year Institutions ONLY)

Management Program General Rules

How to Access Management Programs

Workload Details – Management Assignments

Workload Details-Management Assignments Section Expanded

Calculate load for FBM program instructors

Calculate load for SBM program instructors

Management Program Data Field Descriptions

Overload Processing

Overload Processing General Rules

Special Rules for Two-Year Institutions

Approver/Updater Overload Processing Steps

FWM Notifications

EPM 11/REPL Data

Questions and Resources

Log-in/Access Issues:

Non-Instructional Set-Up:

FWM Load, Schedule, and Credits to Pay:

Base Salary, Rate of Pay, Overload pay, etc.:

Pay Details:

Help and User Guides

Objective

The Faculty Workload Management application will allow:

  • Deans (designees) to view and manage faculty workload.
  • Finance to review cost centers assigned to a course and instructor.
  • HR staff to view faculty workload details.
  • Faculty to view the details of their workload.

Introduction

The Faculty Assignment Management Automation (FAMA) project was implemented to greatly improve the speed, efficiency, and accuracy with which faculty are paid for the work they do. The end result is a fully-integrated, automated Faculty Workload Management (FWM) application that leverages ISRS course schedule information to build faculty assignments in the HR/SCUPPS system. The FWM application will allow you to review courses and details about instructor workload at any time, and with the appropriate security role, you may also make updates, approve and process workload records.

This user guide provides details about all of the components of the FWM application. You may search for details about a component by using the search feature (Ctrl F) or you may use the Table of Contents links to find specific information.

Browser and Mobile Capability

Firefox 40.0 or greater is the optimal browser that is supported for Faculty Workload Management. However, Chrome may also be used. Internet Explorer does allow access, but most functionality will not be available and should NOT be used.

Security

You may access the Faculty Workload Management application with ONE of the following security roles:

NOTE: Only one security role is necessary for each employee. If an employee has the Updater role, that role will allow view and update access. If they have the Approver role, they will be able to view, update, and approve.

FWM_WORKLOAD_VIEWER / This role will be for people who need to VIEW the details of a faculty member’s instructional and non-instructional workload. HR users will have this role, along with others who have a business reason to view, but not manage, faculty workload. Examples are: Registrar, Course Scheduler, Finance, President/designee, union representative, institutional researcher, etc.
FWM_WORKLOAD_UPDATER / This role will be for people who will view and manage the details of a faculty member’s instructional and non-instructional workload, but do not have the authority to approve workload.Examples are: Department Chairs, Dean’s assistants, others designated, etc.
FWM_WORKLOAD_APPROVER / This role will be for people who will view, manage and approve the details of a faculty member’s instructional and non-instructional workload so that HR can process payment to the faculty member. This person MUST be someone who has budget authority and the responsibility for authorizing payment to a faculty member.
Incompatible Security for this role includes the following:
HR_SUPERUSER
CT_ADMIN_ALL
CT_DEPT_LEVEL
CT_REG_ATTRIB
CT_SCHEDULER

See How to Access Faculty Workload Management for detailed information on how to request security to this application.

  1. Go to see your current security roles, and to request additional roles
  2. Log in with your Star Id and password.
  3. Go to the Security Administration link under Employee Applications.

All faculty automatically have access to the FWM application in order to view their workload details. No additional security is needed. See the FWM User Guide for Faculty for detailed information.

Accessing the Faculty Workload Management Application

  1. Go to Employee Home
  2. On the MnSCU Login screen, enter your Star ID and password. Click Login.
  3. Select FWM (Faculty Workload Management) from the list of Administrative Applications.

OR

For direct access to FWM, go to this link:

NOTE: A security request must be in an approved status in order for FWM to appear in the list of Administrative Applications.

Faculty Workload Management Application

Faculty Workload Management consists of a global navigation bar (black) across the top of the screen with links to your Profile (set default printer), Employee Home, Reports, Contact Us, and Logout options. Below the global navigation bar is an application navigation bar (gray) for Faculty Workload Management. The application navigation bar provides your name, the institution you are logged into, and a link to Help options including user guides. The application is set to time out after 60 minutes of inactivity. If the application times out, you will need to log back in to FWM.

Note: Institution staff who are affiliated with multiple institutions must request security at each institution. Once that security has been approved, you may choose the desired institution from the drop-down list in the application (gray) navigation bar.

Landing Pages

When you log in to the FWM application, a landing page will display that is customized to your FWM user role.

Instructor Search: Those with only FWM_WORKLOAD_VIEWER access (who are not also HR users) will land on the Instructor Search page. See the Instructor Search section for more information on this feature.

Approver Summary

An FWM_WORKLOAD_APPROVER will land on the Approver Summary page. Instructors who have workload records that have a status of Pending or Ready for Approval will be displayed for the current term. You may change the search results by selecting a different Academic Year, or changing the statuses.

The results are grouped by term, with Non-Instructional Assignments in their own group. Click on Expand in order to view the course details for a particular instructor. Click on the instructor’s name to navigate to the Approve Workload Assignments page for that instructor.

If no records meet your search criteria, a No records found message will display.

The Approve Workload Assignments page allows the approver to review and process workload assignments for an instructor on a single page. Records that are ready to approve will be highlighted in Green, pending records will be highlighted in yellow, and records that have been approved will be displayed with a white background.

Records are sorted in the following arrangement:

  • Courses grouped by status within a term
  • Courses are sorted by subject-number-section within a status grouping
  • Courses sorted by the status group in the following order:
  • Pending, Ready, Approved and Processed

Updater Summary

AnFWM_WORKLOAD_UPDATER will land on the Updater Summary page. The default filters is set to the current fiscal year and Changes Pending. This will allow you to quickly identify the records that have triggered a notification e-mail.

The updater must then select the status or statuses that they would like to search for, and they may also select an Approver from the dropdown, or search for all employees by leaving the Approver option as All.

The results are grouped by term, with Non-Instructional Assignments in their own group. Click on Expand in order to view the course details for a particular instructor. Click on the instructor’s name to navigate to the Workload Details page for that instructor.

If no records meet your search criteria, a No records found message will display.

HR Summary

The HR Summary page is the FWM landing page for anyone with HR/SCUPPS security and FWM_WORKLOAD_VIEWER. By default, the HR Summary lists all approved workload records for the current academic year. These records are ready to be processed.

If no records meet your search criteria, a No records found message will display.

NOTE: If an HR user also has an FWM updater security role, the updater role takes precedent and the user will be presented with the Updater Summary Page. To access the HR Summary page, go to the Faculty Workload Management dropdown in the top left corner and select HR Summary.

Faculty

Faculty will land on their Workload Details page. Faculty will only have view access to their own instructional records in FWM.

FWM Reports

The HR9601-Faculty Load Report lists information about faculty assignments (instructional and non-instructional) and is used by:

  • Academic deans in order to verify that the course schedule was built correctly and to ensure that faculty assignments comply with collective bargaining agreements.
  • Course schedulers/registrars to verify that the course schedule was built correctly.
  • HR staff for building faculty assignments.

See the HR9601 Faculty Workload Report User Guide for report instructions and details.

The HR9605 FWM to HR Faculty Credit Audit Report displays differences in assigned credits for a faculty member between Faculty Workload Management (FWM) and HR/SCUPPS. It is intended to be used by HR staff and academic deans/designees in order to verify that faculty members are being paid correctly for the work they do.

See the HR9605 FWM to HR Faculty Credit Audit Report User Guide for report instructions and details.

Instructor List Overview

The Instructor List provides a list of instructors at a selected institution that meet a set of defined criteria that you are allowed to control. The primary use of this list is to identify a single faculty member for which to view workload details. The list may also be used to view groups of faculty by search criteria such as Dean, Department, Subject, Campus or Site.

Source of Data

The data for the instructor list comes from real-time data in the ISRS Curriculum Management application—Term Course Schedule.

Instructor Search

When using the Instructor Search, you must first select a Search Type. The default search type is the Instructor Search, but you may also search for Non-Instructional Assignments by choosing the Non-Instructional Search. Two-year institutions will have an additional option to search for Management Programs. For more information on Management Programs, see the Management Programs section in this guide.

All of the search criteria is listed in a drop-down listing which can be attained by clicking on the down arrow on the right side of the item. An academic year or semester must be selected at the top of the search page. If you choose academic year, you may then choose a specific semester (year-term) from the dropdown, or if none are chosen, all semesters will be displayed in the search results. Once an academic year or semester is chosen, you may click on Search to see results, or you may refine your results by further choosing additional parameters such as Dean, Department, Subject, Campus, or Site. If you would like to search for a specific instructor for an academic year or semester, choose the Year or term, then in the Instructor field, begin to type the name of the instructor. This is an auto-fill field that will present a list of names that match what you have typed. You may continue typing or scroll through the names presented and select the instructor you are searching for, then click on Search.

Instructor Search – Filter Definitions

Filter Label / Definition
Search Type / Instructor Search is the default selection and searches all instructional assignments in the Term Course Schedule.
Non-Instructional Search searches for non-instructional assignments entered in the FWM application.
Management Program Search only displays for 2-Year Institutions and searches all FBM or SBM courses from the Term Course Schedule.
Academic Year* / All academic years at the institution in which courses were or will be offered. Years are listed in descending order. You must choose either an academic year or a semester to execute a search.
Semester* / All semesters at the institution in which courses were or will be offered. Semesters will be listed in descending order. You must choose either an academic year or a semester to execute a search.
Dean / All active Deans (department heads) at the selected institution for the selected academic year and/or semester. If the Dean no longer works at the institution, “Separated” will display after the name.
Dept / All active departments at the institution for the selected academic year and/or semester.
Instructor / All instructors assigned to courses offered at the selected institution and academic yearand/or semester.
This is a type-ahead field. Once you enter at least two letters, a list will display that will continue to be refined as you enter more letters.
Subject / All subjects associated with courses offered at the institution for the selected academic year and/or semester.
Campus / All campuses associated with courses offered at the selected institution for the selected academic year and/or semester.
Site / All sites associated with courses offered at the selected institution and academic year and/or semester.

Search Results-Instructor List

A list of instructors will be presented that match the search criteria. The list will be displayed in ascending alphabetical order by instructor last name.

Expanding Search Results-Instructor List

To view additional details about the courses for an instructor, click on expand to the right of their name and Tech ID. The additional details include YRTR, Dean, Department, Campus/Site, Subject/Number/Section, Course Title, Credit Hours, Course Status, Instructional Type, Max Enrollment, and Number Enrolled. This information is pulled from term course information and is up-to-date as of the time it is viewed.

Changing Search Results

To modify search criteria complete the following steps:

  1. Click on the Search label to expand the search parameter box.
  2. Modify any of the search fields, then click on search.

To clear criteria and start a new search complete the following steps:

  1. Click on the Search label to expand the search parameter box.
  2. To clear the search results, click on the Clear button.
  3. To start a new search, select an Academic Year and/or Semester (Year-Term), and any other criteria you would like to view.
  4. Click on Search.

Instructor Search - Warning or Error Messages

The following messages may be presented:

Message
/ There are no instructors that match the criteria specified in the search. Modify the search criteria and search again.

Workload Details Page Overview

The Workload Details page provides a complete view of all instructional and non-instructional workload details for an individual instructor for a selected academic year. When a particular instructor is chosen, by clicking on their highlighted name in the instructor search results, you will be brought to the Workload Details page for that instructor. Workload information will display by term, and only terms where there are courses will display in the listing. Non-instructional assignments, if any, are displayed in their own section. To see additional details for a term, click on Expand on the right side of the screen corresponding with the term. Workload details for each term will include courses taught by the instructor at all Minnesota State institutions.