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| Faculty & Staff Information System | June 2010 |
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Dear NU Faculty & Staff,
The
FASIS team has been actively working with every school to answer
their immediate needs concerning appointment data for faculty.
Requirements are being analyzed for faculty-student data as they
relate to SES. Subcommittees, with cross-school representation,
have been meeting to identify business processes, priorities,
challenges, and information gaps regarding appointment/appointment
history and salary/salary history.
Project documents, data
definitions and meeting minutes are being shared through Depot. For
an overview of priorities, updates, as well as a list of everyone on
the FASIS team and the supportive infrastructure, visit the FASIS web
site:
http://www.northwestern.edu/hr/hris/fasis/.
We'd like your feedback. Send us email: fasis@northwestern.edu, attend our upcoming Town Hall Meetings (6/22/2010 in Chicago and 6/30/2010 in Evanston) or let us know that you want to join one of our focus groups (fasis@northwestern.edu). |
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Early Start to replace Bi-level Appointments
As part of the FASIS project,
in collaboration with HRIS and HR Payroll, the Office of the
Provost has identified a new procedure for Early Start tenure line
faculty hires. Formerly referred to as a Bi-level
appointment, the Early Start appointment is one which begins prior to
the academic year start date (September 1). Previously these
appointments were set up using two different titles (for example, Senior
Lecturer appointment for two months, July 1 through August 31, then
reappointment as Assistant Professor on September 1, with a tenure clock
start date of September 1). Beginning immediately, Early Start
faculty hires will be set up with the appropriate title (usually
the title is Assistant Professor), using a new Action/Reason code of
HIR/EST. The tenure clock start date will be indicated as
September 1.
Because several different funding models have
been identified for the early start faculty, the Office of the Provost
is continuing to work with HRIS, HR Payroll and the Schools as necessary
to produce templates for all users.
For more information on Early Start faculty
hires, please contact Laura Koepele-Tenges (lkt@northwestern.edu or
1-7042) in the Office of the Provost. |
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 Provost's Office, and HRIS. They meet biweekly and hope to
finish their work within a 12 week time frame.
Appointment/Appointment History:This
subcommittee is working on business requirements for the
development of the FASIS appointment and appointment history pages. The
main goal of the subcommittee is to summarize current and historical
appointment information in one place, to meet the needs of common
faculty appointment information across all schools. Based on
information submitted by the FASIS functional task force, the
subcommittee has indentified fields that should appear on the
appointment page, such as appointment start and end dates, academic
rank, percent full-time, tenure status, etc. The subcommittee has
also identified appointment transactions that should be displayed on the
appointment page, such as promotions, reappointments and
terminations. The next task is to review appointment
transaction definitions and to work out scenarios involving multiple
transactions. The subcommittee is scheduled to meet biweekly until the
end of July.
Salary/Salary History: This
subcommittee has spent their first three meetings discussing needs for
current salary and salary history pages. The consensus is that
FASIS should provide10 years of salary history data. As much data
as possible should be easily downloaded to Excel. After discussions of
both simple and complex compensation scenarios, several needs have been
identified: provide funding details for both base pay and additional
pay, provide a link to a scanned appointment letter, add fringe
information, evaluation scores, comments about compensation
arrangements, budget figures, and additional pay details. For display on
the new current salary page, various compensation
calculations, retention, and incentive figures are being
discussed along with specific teaching arrangements tied
to additional pay. |
Coming Soon - FASIS Manual On-line
To save a few trees and still get you the reference
materials you need regarding faculty appointments, there will be a new
section on the FASIS web site. As soon as this is ready, we'll be
sending you an email with a full explanation. |
Recent additions...
Improved query to see multi- and cross-school appointments In
the April 2010 FASIS Newsletter, we suggested using an HRIS Reporting
Database query 'R91_SCHOOL_EES_ALL_APPTS' to produce a list of those who
have at least one appointment in your school. The results include all
other appointments that those employees hold, even if those appointments
are not within your school. Excluded from this report are temporary
employees, work study employees, grad students, and biweekly
employees. Those with either Emeritus or Emeritus in Service
appointments are included.
The query results include
these pieces of information: Emplid, Empl Rcd #, Name, HRIS Deptid,
HRIS Department Name, Jobcode, Job Title, Position Number, Paygroup,
Position type, Position category, Tenure Status, Total Percent Full
Time, and Primary Academic Appointment Indicator.
In April there
were problems with the record used for this query. These
problems have been resolved and the query has also been revised - it is
no longer necessary to include a range of deptids.
There
is just one caveat: if the only appointment that an employee holds
within your school is an unpaid one, he/she will not be included in the
query results. This is in keeping with the access requested during the
development of the HRIS Employment page. New Appointment Indicator
An Appointment Indicator field has been implemented to better describe the nature of specific kinds of faculty appointments.
Eight values for this field have been identified: Lecturer -
Year to Year, Lecturer - Continuing, Teaching Post Doc, Instructor -
Academy, Instructor - Accompanist , and Instructor - Chamber, Academic
Full Time, and Courtesy. The default value for this field is blank.
The Instructor values relate to those in the Music
School. Use of this field is entirely optional. The Position/Appointment
form has been updated to include this field. To further
clarify the use of Academic Full Time and Courtesy, please use the
following definitions:
Academic Full Time - This type of appointment is for
full-time tenure-track or non-tenure track faculty whose salary and
benefits are provided, in whole or in part, by an entity other than NU.
In the most common circumstance, e.g. at the Feinberg School of
Medicine, the faculty member's salary is paid by an affiliated hospital.
Similar considerations also apply to full-time faculty paid by outside
institutions, such as the American Bar Foundation or the Howard Hughes
Medical Institute.
Courtesy - A courtesy appointment is an unpaid secondary
appointment. This designation refers to academic appointments outside a
faculty member's primary department.
If you have any questions about the use of the Appointment
Indicator or any of its values, please contact Laura Koepele-Tenges in
the Provost's Office at 1-7042.
New fields on existing HRIS pages
Seven new HRIS department designations were added to the Dept_Tbl
in mid-April to enhance reporting capabilities. All of these fields were
added to a brand new Department Table tab: NW Department Data. This new
tab will include not only these new fields, but also any other custom
data related to deptids, such as Published Description, Admin Unit, and
chartstring information.
The 7 new designations are:
1. Department Class - each HRIS deptid will be identified
as one of the following four values: Academic Department,
Center/Institute, Program, or Administrative Department 2. Center Indicator
- each deptid identified as a Center/Institute can be further described
as University Sponsored, School Sponsored, or Department Sponsored. 3. Security Node -
the last two digits of an HRIS department number indicate where the
number belongs on the HRIS department security tree and what purpose (in
terms of security) the department number serves. All HRIS
deptids NOT ending in '00' will have this value checked 'On'. 4. Shared Department
- a deptid will be identified as a Shared Department when the
deptid has been created for the dual purpose of controlling HRIS
security access and for allowing the correct handling of deployed
transactions. This checkbox indicator can only be turned 'On' if the
last two digits of the HRIS deptid is NOT '00'. 5. Deptid Category
- provides a way to group academic departments. Within the Weinberg
College of Arts and Sciences and the Feinberg School of Medicine, one
the the following five values will be used: WCAS Humanities, WCAS
Natural Sciences, WCAS Social Sciences, Feinberg Basic, Feinberg
Clinical. If an academic department does not fall within one of the
above five categories, its Deptid Category value is set equal to its
School name. Administrative departments have the Deptid Category value
'Not Applicable'. 6. Parent Deptid - represents the HRIS deptid to which another HRIS deptid rolls up. The Parent Deptid always ends in '00'. 7. Deptid Group
- represents the highest level of HRIS deptid aggregation. The Deptid
Group always ends in '00'. The Deptid Group value differs from the
Parent Deptid value only for those divisions within the Feinberg
Department of Medicine or the Feinberg Department of Surgery. |
| Report from the Quality Assurance Team
The
Provost's Office staff, HRIS analysts and Payroll academic specialists
continue to meet bi-weekly, and have been correcting and realigning HRIS
data for the FASIS project as data issues are
identified. The primary focus has been on faculty data.
As we correct data, we are also examining and redefining business
processes as needed. Some of our current projects include:
- Adding
primary academic appointments for professors who only had an endowed
appointment in HRIS for the 09-10 academic
year.
- Updating missing contract periods and scheduled pay
periods. As part of this cleanup, payroll staff will follow up
with school and department administrators when contract periods are
missing on the appointment form.
- Constructing an HRIS query to check that all faculty members
have a primary academic appointment and primary role. These
appointments are identified using the primary academic appointment and
role indicators on the NW Job Data page in HRIS.
For
questions regarding the QA process for faculty appointments, please
contact Laura Koepele-Tenges, Manager of Faculty records in the Office
of the Provost, at 1-7042.
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| Upcoming Town Hall Meetings
Join us
for the upcoming Town Hall Meetings. We will be discussing the work of
the two task force subcommittees, requirements for FASIS/SES data
exchange, recent HRIS enhancements, policy and procedural changes, data
definitions, access to the growing FASIS Manual, and other topics, as
time allows.
Chicago Campus, June 22, 2:00 to 3:30PM FSM Lurie - Baldwin Auditorium
Evanston Campus, June 30, 2010, 9:30-11:00AM - Hardin Hall
Sign up for one of these meetings on HRIS Self Service, type in FASIS Town Hall as the course name. |
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