|Faculty & Staff Information System||August 2010 |
Dear NU Faculty & Staff,
in the midst of a busy summer. The Appointment/Appointment History and
Salary/Salary History subcommittees have been refining definitions and
working on page mock-ups for the new system. Working together, the
Office of the Provost and FASIS have implemented a number of
changes in faculty appointment policies and processes for the start of
the new academic year. There is a new FASIS web site. And for your
reference, to keep up with all these changes, the FASIS Manual is now on line.
Visit the new FASIS web site:http://www.northwestern.edu/hr/hris/fasis/.
We'd like your feedback. Send us email: firstname.lastname@example.org, attend our upcoming Town Hall Meetings (9/28/2010 in Chicago and 10/7/2010 in Evanston), or let us know that you want to join one of our focus groups (email@example.com).
| New FASIS Web Site
Come take a look at the new FASIS web site: http://www.northwestern.edu/hr/hris/fasis/index.htm.
Although all of Human Resources (HR) is getting a new web site this
coming year, including FASIS, we wanted to give you an
easier-to-navigate and clearer picture of FASIS now. Make a bookmark for
yourself so you can reference the FASIS Manual or read the previous
Newsletters if you have a question about something that happened in
FASIS in the past months. Let us know if you have any questions - firstname.lastname@example.org.
| Appointment/Appointment History and Salary/Salary History Subcommittees|
Subcommittees of the Functional and Academic Task Force were formed
to advise and assist with appointment/appointment history and
salary/salary history functionality in FASIS. These committees include
members from every NU school, the Office of the Provost, and HRIS.
The first iteration of the design phase has been completed for the
Appointment pages. This iteration of the design has been developed,
reviewed, and approved by the subcommittee. This committee has
also spent time defining and reviewing almost 20 Appointment Transaction
definitions. The final vetting process for the Appointment Transaction
definitions will occur within the next few weeks. After final approval
these definitions will be added to the on-line FASIS Manual.
This subcommittee has spent time discussing basic salary
definitions such as Annual Salary - determining how it relates to
the monetary value in the Offer/Appointment letters, identifying
where this information is currently stored in HRIS, and
deciding whether new fields need to be created. The technical team
(ITMS) has spent time setting up a preliminary test environment to
calculate a proposed new salary field. The FASIS team is testing this
and verifying that it will meet the committee's needs. The basic salary
definitions will be defined and finalized within the month, and the more
complex salary definitions will be finalized within the next few
| FASIS Manual On-line
and Staff Information System (FASIS) Manual is a compilation of Data
Definitions, Procedural Descriptions, System Enhancements, Policies, and
Training Materials. The Manual is available in PDF format, and as such,
is easily searchable and is printable in part or in full.
entry in the Manual is marked with both the "Effective Date" and the
"Last Updated" date, as this is a work in progress with continuous
revisions. There will be notifications and descriptions in
the FASIS Newsletter when major changes have been made to the
material in the Manual has been developed and vetted within the Data
Definitions and Process Redesign Team and the Functional Academic/IT
School Administrators Task Force.
you have a mobile device with a browser, you can easily view the manual
wherever you are. On the iPad, iPhone, or iTouch, you can use the links
if you've installed GoodReader or a similar full-featured PDF reader.
For complete directions about how to get the most out of the Manual, see
| Office of the Provost - September 1, 2010 Policy Changes
a direct result of the collaboration among Schools, HRIS, HR Payroll
and Benefits, the Office of the Provost is able to initiate the
following policy changes, beginning FY11:
Paid Emeritus and the discontinuation of the Emeritus in Service title
Office of the Provost is implementing a change in title for paid
Emeritus faculty (previously titled "Emeritus in Service"). Beginning
9/1/2010 the Emeritus in Service title will be discontinued and Schools
will begin using the Emeritus-titled record to pay these faculty. HR
appointment/position forms will be completed to reflect the change in
payment status on the same record that the Emeritus appointment resides.
Will Emeritus benefits be affected?
Retired faculty who return to work in a full-time capacity will be
treated as a full-time employee, eligible for active employee benefits.
Emeritus faculty who return to work in a greater than 50% but less than
100% capacity will be eligible for part-time benefits, including tuition
benefits. Finally, the Emeritus faculty who return to work in a
schedule that is less than 50% full-time will continue to stay at a
retired status and will remain eligible for their retiree benefits.
Office of the Provost will be working with the Schools to transition
paid Emeritus records accordingly, and detailed communication regarding
this process will be forwarded to each of the Schools in the coming
Adjunct Faculty and the discontinuation of dual Adjunct records
Office of the Provost will begin working with each of the Schools to
change the Adjunct Faculty appointment process so that, similar to
the paid Emeritus Faculty process described above, Adjuncts will be
paid on the same record (many Schools hold two records for the same
adjunct faculty member - one paid and one unpaid). The adjunct record
change is expected to be implemented during FY11. Additional
communication will be forthcoming as the transition process is defined.
Early Start Faculty
A reminder that only those tenure-eligible faculty who begin work prior to September 1 are considered Early Start,
and the appropriate Action/Reason codes should be utilized. For more
information on the setup of these appointments, please see the FASIS Manual.
setting up a tenure-eligible faculty member with a NetID and email
account prior to September 1, do not use Early Start as the
Action/Reason code. HRIS and HR Payroll have implemented a 90-day window
for the generation of NetIDs and email accounts. Schools should submit
their September 1 faculty hires (with a 9/1 effective date) as early as
possible to get them on the system for the generation of NetIDs and
Feel free to contact Laura Koepele-Tenges (email@example.com) with any questions related to these and other issues regarding faculty appointments and processes.
| Report from the Quality Assurance Team
of our main focuses this summer has been to review the
process and setup of faculty appointments. Over the summer the Office of
the Provost changed the procedure for setting up appointments of tenure
eligible faculty who start at Northwestern before September 1. The QA
team participated in documenting the new process and monitoring the
appointment setup to ensure the data was entered correctly. As a
result of our ongoing communication payroll staff and school and
department administrators are asking more questions and thinking through
the business processes, thereby helping to guarantee a higher
level of data quality.
We continue to work on other data quality projects. These include:
- Correcting Named Professorship job titles to reflect the correct legal name of the funding source.
- Researching duplicate Jobcode titles and inactivating titles that are no longer being used.
- Correcting academic position categories.
questions regarding the QA process for faculty appointments, please
contact Laura Koepele-Tenges, Manager of Faculty Records and Business
Operations in the Office of the Provost, at 1-7042 or firstname.lastname@example.org.
| HRIS Data Mart Update
We are in the process of designing and constructing an HRIS
Data Mart that will provide reporting about faculty and staff to
university, school, and department administrators through the
university's business intelligence tool, Cognos. Many data mart
initiatives are in progress as HRIS provides specifications to the
Business Intelligence (BI) team who will be developing the data mart.
Initial steps include:
- Institutional Research History Table - building a history table
of key faculty data fields that are important for historical reporting.
- Institutional Research Data - incorporating data that has
been tracked and reported on for the last 10 years. Fields include
Annual FTE Salary, Position Categories, and EE06 categories. These data
have been reviewed and corrected in HRIS.
- Data Mart Security Requirements - developing security requirements that align with the data access allowed in HRIS.
- Detailed Field Matrix - providing a detailed field matrix of
all fields to be included in the data mart. This document will be used
by the BI team to build the data mart.
| Portal |
eventual "face" of FASIS will be through the Northwesten University
Portal. The FASIS team is working with NUIT now to determine what should
be available through the Portal. As with all portals, what you see
depends on what your needs are. We're busy working this out as it
applies to FASIS.
| Upcoming Town Hall Meetings
Join us for the upcoming
Town Hall Meetings. Now that the depth and breath of the project have
intensified, we'll be trying out a new format for these meetings
- we'll limit them to one hour. We'll give you a higher level
overview without so much detail. We'll set up smaller training sessions
for those of you who are interested in specific topics.
Chicago Campus, September 28, 2:00-3:00PM FSM Lurie-Baldwin Auditorium
Evanston Campus, October 7, 2010, 2:00-3:00PM Hardin Hall