|Faculty & Staff Information System||April 2011|
Dear NU Faculty & Staff,
has entered into a contract with Elsevier Publishing to license SciVal
Experts (formerly Collexis) with VIVO -- research networking tools
that will broaden and enhance the collection, display, analysis, and
reporting of scholarly accomplishments for the Northwestern faculty.
members of the FASIS team recently gave a presentation
to the Oracle/PeopleSoft Higher Education User Group (HEUG) in
There is a new procedure for filling out Position & Appointment forms, please read more below.
training, research staff/regular staff, reporting, and student data
subcommittees have been working hard to develop and expand FASIS.
Visit the FASIS web site to keep up with this important initiative. There you can access the ever-growing FASIS Manual, sign up for the FASIS listserv, read all the previous Newsletters, and see slides from the Town Hall Meetings.We'd like your feedback. Send us email: firstname.lastname@example.org or let us know that you want to join one of our focus groups (email@example.com).
Join us for our upcoming Town Hall meetings in May, see details below.
SciVal Experts: an exciting new component of FASIS
II and III of FASIS development include the incorporation of faculty
data on scholarly and artistic accomplishments (research, publications,
grants, patents, professional affiliations, and service). These data
form the basis of the annual activity reports that all Schools require
of their faculty, as part of the annual review and evaluation process.
original proposal for FASIS was to have the Schools continue to
collect these data, and feed them into FASIS over time. However,
collection is presently a somewhat uneven process; a few Schools
have access to home-grown programs into which data are fed and accessed
locally or through the web. Other Schools have no means to collect
faculty activity data electronically, except in the form of pdf files.
There is no access to this range of faculty activity data at the central
University level, severely limiting the types of institutional analyses that
can be performed.
the course of Phase I, FASIS project staff and sponsors became aware of
SciVal Experts (formerly Collexis) and were impressed by the
functionality it offered and by Elsevier's commitment to its continuous
improvement. SciVal Experts offers a means to provide ready access to
faculty publication, grant, and other data in a much more
comprehensive yet much less labor-intensive process. These data will be
available to Schools and central administrative units alike.
open-source software developed at Cornell University, provides
complementary functionality to SciVal Experts. VIVO development is now
part of an interdisciplinary national network funded by a 2-year NIH
grant. The goal of VIVO is to facilitate the discovery of researchers
and collaborators across the country.
Experts and VIVO are "research networking tools,"
comprehensive knowledge management systems to compile data on faculty
members' research and scholarly expertise into searchable, networked
profiles that can then be used to facilitate new collaborations. SciVal
Experts collects publication and research information in an
automated way, from verifiable sources, without requiring
individual faculty input. Quality assurance and quality control are
provided by SciVal staff members. VIVO has been incorporated into SciVal
Experts for storage and additional networking. These tools will be
efficiently and easily used to:
· Gather references and accompanying data on publications and existing or potential
for individual faculty or whole departments, using automated, quality
assured algorithms, all with a minimal impact on faculty members.
· View comprehensive metrics and analytics on publications and collaborations for
faculty or whole departments. This may assist in Program Review and
other analysis of faculty productivity and interactions.
· Extract collaboration data for proposals and reports without querying the faculty
· Search for faculty members as research advisors or mentors (used by both undergraduate and graduate students).
· Assist new faculty to find colleagues or collaborators at Northwestern and elsewhere.
as a point of data collection, data storage, analytics, reporting, and a
source of data to feed to other systems (Enterprise, School, Library,
etc.) or web sites on campus.
· Provide a research network for
communities of faculty members, for example within the Chicago
Biomedical Consortium or across Illinois or the Committee on
Institutional Cooperation (CIC).
· Provide a secure HelpDesk to assist faculty in updating their own profiles,
particularly in areas not covered by Scopus or PubMed - the sources of publication data for SciVal Experts.
· Only publically available information is stored or displayed through the SciVal
most of the humanities, the arts, and many areas of social sciences,
communications, and journalism, the definition of scholarly and artistic
accomplishments extends beyond publications and grants. The
incorporation of these data is a challenge for the Schools, for FASIS,
and for any tool being used to complement FASIS. We understand that we
will need to find other ways to meet the needs of these disciplines.
This might be done through using the University Library or other
external sources to capture data. That said, SciVal Experts is
configurable to allow for the storage of these data with customized
descriptors. With respect to SciVal Experts, any publications that are
relevant to these areas that are available in Elsevier-Scopus or
PubMed will be automatically included. However, much of the data
will need to be entered by faculty or their proxies but can then be
stored and presented within SciVal Experts. Using these methods, several
peer institutions are expanding their Expert Profiles installations
Experts can also store data on patents, affiliations, and
space utilization and can collect and display CVs. The intention is
to pull these additional data from Northwestern Enterprise sources,
local (School) information management systems, and publically available
web resources. The rich information in SciVal Experts will be repurposed
and shared with FASIS and other institutional web pages and data
consumers, including those within the local, national and international
Expert Profiles networks, reducing the cost and increasing efficiencies
across Northwestern. Private or sensitive information will not be
imported into the SciVal Experts database.
As part of
FASIS we expect SciVal Experts to be used internally by individual
faculty and researchers, students at all levels; librarians; research,
grant, and funding administrators; deans; department chairs; Office of
the Provost and Office for Institutional Research; development staff;
and administrative assistants. We also expect SciVal Experts to be a
valuable link for those external to Northwestern: research communities,
particularly in the Chicago area; external collaboration seekers;
funding agencies; research foundations; potential students; donors and
potential donors; and the general public.
SciVal Experts interface is expected to be easily and frequently used
by Northwestern faculty members; it is likely to become their entry
point to the Northwestern Portal.
To see how SciVal Experts is being used at some peer institutions, please visit http://www.info.scival.com/experts/customerlist.
FASIS at the Higher Education Users Group (HEUG)
pleased to report that Elizabeth Earl, Sr. Business
Systems Analyst, HRIS, and Laura Koepele-Tenges, Manager, Faculty
Records and Business Operations, Office of the Provost, gave a
presentation at the Oracle/PeopleSoft HEUG conference, March 28, in
Denver, CO. The presentation included a discussion of the initiation of
FASIS, objectives, and a highlight of the development phases. They
spent time discussing the collaboration structure -- sponsors, task
force, and subcommittees. They highlighted key points in the
FASIS training and communication plan. Elizabeth and
Laura were able to show the enhancements that have been made to the
delivered HRIS pages such as the appointment indicator and the
department attributes, and they shared the mock-ups of the new
pages that are in the technical development stage, for example the
appointment and salary pages.
Please check out the presentation by visiting http://www.northwestern.edu/hr/hris/fasis/HEUGFASISpresentation.pdf.
Faculty Process Training
is currently being developed by the Faculty Records Office in the Office
of the Provost. The overview will include such process topics as
faculty leave, tenure and promotion, eRecruit and eOffer, and it will be
offered to faculty process administrators in each school. This training
is tentatively scheduled for July and August, in preparation for the
upcoming academic year. More information will be forthcoming in the next
Please contact Laura Koepele-Tenges (firstname.lastname@example.org) with any questions regarding this specialized process training.
The Student Data
Subcommittee met this week. Up until now this subcommittee has focused
on resolving the definitions of faculty advising roles, both at the
graduate and undergraduate level,discussing where the data for these
roles should reside (FASIS,SES, data mart or in multiple places) and how
they should be captured. This week the subcommittee began discussing
record keeping for the reconciliation of expected teaching with actual
teaching activity, including course reductions.
Subcommittee has been reviewing school reports and reporting needs,
including users, intended report audience and data fields. HRIS and the
Office of the Provost are developing a matrix to compare the variety of
reports, their commonalities and data fields, and the subcommittee will
be reviewing this matrix and prioritizing the requested reports for
The subcommittee will continue to review reports and report requirements in April. Please contact Sonia Cohen (email@example.com) or Laura Koepele-Tenges (firstname.lastname@example.org) for more information.
Research Staff, Regular Staff, and Post Docs
The Research Staff, Regular Staff and
Post Doc Subcommittee had its first meeting in March. The subcommittee
discussed ten staff definitions which will be added to the FASIS manual
in the month of April. There are two additional meetings scheduled for
the month of April; the first meeting will focus on Appointment
Transaction definitions and the second meeting will focus on the mock-up
of the staff appointment and salary pages.
Position & Appointment Form Procedural Change
May 1, 2011, the Payroll division will accept only pre-printed Position
& Appointment forms from HRIS, with the exception of forms for
setting up a new position or appointment. This change is a result of the
FASIS project and will enable Payroll staff to more accurately enter
data onto the system.
this procedural change, we have implemented the following training
options to insure that users have the necessary knowledge to accurately
complete the Position & Appointment forms:
- New Position & Appointment form training classes: sign up by accessing eDevelopment, and enroll in course number HRS401.
Open Lab sessions: drop-in at your convenience; available
Tuesdays, 1:00-4:30PM in Chicago (Tarry 1-730) and Wednesdays,
1:00-4:30PM in Evanston (Rebecca Crown G593).
For additional information please see http://www.northwestern.edu/hr/hris/upgrade/posnapptforms.html.
New Pages in FASIS
The HRIS Upgrade went live on March 14,
2011; so now the technical development is in full swing for pages that
were designed in Phase I of FASIS. Our plan is to roll out the pages in
- Current Appointment Overview
- Current Salary Information
- Named Professorship Information
- Appointment History
- Salary History
We'll be sending you more information including a timeline during the next few months!
HRIS Data Mart Update
are meeting weekly to continue to review report requirements and data
mart fields. Prototypes of reports are being built. These
prototypes will be reviewed by users for ease of use. Next steps
include validating the data in the data mart, and continuing report
Upcoming Town Hall Meetings
Please join us at the upcoming Town Hall Meetings:
- Evanston, Hardin Hall, 2:00-3:00PM, May 9
- Chicago, FSM Lurie-Searle Seminar Room, 11AM - noon, May 12