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Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Presented.

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Presentation on theme: "Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Presented."— Presentation transcript:

1 Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Effort Tracking (Faculty & Professional and Non-Academic Activity Report) Presented by Finance & Accounting - Office of Cost Analysis and Office of Institutional Planning & Research

2 Please Be Courteous Turn off cellular phones or place them in silent mode. Place and receive calls outside.

3 What is the Effort Tracking Report? Describes the effort that faculty, professional (exempt) and staff (non- exempt) employees expend on the various activities of their university work.

4 Some Effort Tracking Terms Open – term is ready for input Closed – effort tracking is concluded Spread – allocate effort to activities Certifier – inputs the allocations Authorizer – final approver of data input

5 Why do we do it? Data from the Effort Tracking Report are used in meeting the following: –The federal government requires that direct personnel charges to contracts and grants be documented (OMB Circular A-21, Revised) –The federal government requires a time and effort report to document the Facilities & Administrative (F&A) Rate negotiated between them and the University (OMB Circular A-21, Revised) Also, data collected is used in the F&A Rate Proposal which results in over $60M of revenue to the University annually

6 Why do we do it? Data from the Effort Tracking Report and Instructor Workload Report are combined to produce the Instruction and Research (I&R) Data File The I&R Data File is used to fulfill the following requirements: –Legislative requirement that each full time instructional faculty member produce at least 12 contact hours (F.S ) –F.S requires monitoring of performance in each of the major areas of instruction, research and public service

7 What Is the IRD? Instructional and Research Data File Combines data from the Instructor Workload File, PeopleSoft ® HR and Cost Analysis Satisfies state and federal requirements –Office of Management and Budget Circular A-21, Revised –F.S , the 12-Hour Law Primary source for the Board of Governors’ expenditure analysis

8 Effort Tracking Sources

9 Semester Faculty Assignment Report

10 Assignment of duties and responsibilities (in writing) as required by F.S Must be completed at the beginning of each semester and kept in the department Significant changes (>5%) should be noted, dated and initialed Progress must be recorded at end of semester

11 Instructor Workload Report

12 Completed every semester Used to calculate Contact Hours Data is brought into the Effort Tracking system so that Teaching effort can be reported Questions? Jeremiah Blocker Registrar’s Office x 7244

13 Minimum Contact Hour Assignments TeachingMaximum Effort % Contact HoursTo Report on FPAR (Contact Hours/12)

14 Activities

15 Effort Activities Academic Academic or Non-Academic Only Non-Academic Only LWR AGEXTAXOIA UPR ASLVEGENAD G-1 CLSVCINSTR G-2 D_ADMLIBRY G-3 D_RSCOSA ACADV* GOVSPINS AUX O_RSCSTUAD CLTCH PATCR OIA PDLSB STSVC* PUSVC P_ADM S_ADM UNION May be mandated by the college dean for consideration of tenure and promotion

16 Academic Activities

17 Classroom Teaching Lower Division Teaching (LWR) –Courses Numbered 0000 ‑ 2999 Upper Division Teaching (UPR) –Courses Numbered 3000 ‑ 4999 Graduate Level I Teaching (G-1) –Master level students in graduate level courses including thesis supervision

18 Classroom Teaching Graduate Level II Teaching (G-2) –Doctoral students in graduate level courses including dissertation supervision Graduate Level III Teaching (G ‑ 3) –First professional students in the Colleges of Medicine, Dentistry and Veterinary Medicine

19 Classroom Teaching Includes: Time spent instructing students who are registered for credit instruction on or off campus All activities directly related to instruction (preparation for class and assisting students) The employee must have been given credit for teaching in the Instructor Workload Report to report teaching

20 Classroom Teaching Effort by graduate assistants who have no contact with students during class or laboratory sessions (e.g. paper graders) should be reported under Other Instructional Activities

21 Academic Advisement (ACADV) Includes: Assigned academic counseling - general educational problems –Discussion of specific course-related problems by a faculty member assigned contact hours for the course should be reported in the appropriate classroom teaching category Effort performed as an undergraduate/graduate coordinator

22 Note It is important that the Semester Faculty Assignment Report include such indicators as number of students formally advised and hours designated for advising

23 Auxiliary Effort (AUX) Includes: Activities not specifically assigned to other categories –public museums –other similar auxiliary enterprises Employees paid from state funds cannot be reported directly in this activity –The effort should be loaned to the auxiliary account code set up by the unit

24 Clinical Teaching (CLTCH) Includes: Effort expended on the instruction of interns, residents and postdoctoral trainees who are not formally registered students Limited to faculty in the University Counseling Center and Health Center colleges

25 Other Instructional Activities (OIA) Includes effort: Devoted to the development of new approaches/improvements Spent in activities related to teaching a course by a faculty member who does not participate in classroom meetings and has not been assigned contact hours Necessary to develop and/or maintain a clinical instructional environment

26 Other examples: Activities funded by a training grant (if faculty or exempt employee) Resident and intern effort Effort spent in Teacher Education Center activities Activities of Direct Instructional Support Organizations as defined by the Provost (e.g., CIRCA, WRUF, WUFT, University Teaching Center, University Gallery) Other Instructional Activities (OIA)

27 State Mandated Service (STSVC) Includes: Public service activities required by rule or statute to be performed by state universities Educational service effort of faculty and other professional employees involved in the performance of public service activities in the K- 12 system that have been assigned by the unit administrator It is very important to report effort in this activity rather than reporting the effort as public service

28 Academic and Non-Academic Activities

29 Agricultural Ext Service (AGEXT) Effort expended on IFAS Cooperative Extension Service Effort administering Cooperative Extension Service Programs

30 Annual or Sick Leave (ASLVE) Includes: Employee on annual or sick leave for more than 20 workdays during the term Only use this activity if the employee accrues annual or sick leave

31 Clinical Service (CLSVC) Includes: Faculty involved in the performance of non- reimbursable public service activities in a clinical environment, assigned by the unit administrator Note: Clinical activities supported by AEF funding should be reported as Paid Patient Care

32 Departmental Admin (D_ADM) This activity should be used to report administrative and supporting services benefiting common or joint departmental activities Includes: –General departmental office functions, including that of chair and departmental staff, secretarial, clerical, assistants and administrative officers –Administrative functions in deans’ offices –Development of bid and proposal for new research activities

33 Departmental Research (D_RSC) Includes: Research development, scholarly and creative activities that are not considered Organized Research and, consequently, are not separately budgeted and accounted for Proposal preparation for new and continuing awards

34 Governance (GOV) Includes: Departmental, college and university ‑ wide committee assignments Committee work benefiting sponsored research and training programs Participation in UF Senate activities

35 Organized Research (O_RSC) Includes: Separately budgeted and accounted for research activities The types of organized research are: –Sponsored Research –University Research

36 Organized Research (O_RSC) Research and development activities sponsored by federal and non ‑ federal agencies/ organizations Training of individuals in research techniques (research training) Administering research grants Preparing progress reports for current awards Sponsored Research

37 Organized Research (O_RSC) Research and development activities that are separately budgeted and accounted for Example: –DSR grant awards Agricultural Experiment Station research programs University Research

38 Paid Patient Care (PATCR) Includes: Employees paid from Academic Enrichment Funds involved in compensated clinical activities in Health Center The amount to be reported as paid patient care for faculty is the amount shown on line 11 of the Semester Faculty Assignment Report for Health Science Center Faculty

39 Professional Development Leave Programs or Sabbaticals (PDLSB) Includes: Professional development leave programs: –Sabbaticals –Professional and faculty development leaves

40 Includes: Librarian activities (if faculty or exempt employee) Other assigned duties: –Consultant to local, state or national agencies –Officer in professional societies –Editor for a professional journal Short courses Correspondence courses Public Service (PUSVC)

41 Note: Effort expended in Non-credit Division of Continuing Education (DOCE) courses must be loaned to DOCE and reported in this activity Public Service (PUSVC)

42 Practice Plan Admin (P_ADM) Includes: Activities for the administration of the Florida Practice Plans of the Health Center –Including, but not limited to, the administrative and supporting services for the billing, collecting, and distribution of professional fees

43 Sponsored Research Admin (S_ADM) Includes grant and contract administration –Not the administration of a specific sponsored project This category is to be used only by the Division of Sponsored Research, Contracts & Grants, Cost Analysis, and the Grants Offices in Engineering and IFAS. (These areas were established primarily to administer sponsored projects.)

44 Union Activities (UNION) Use to report effort devoted to United Faculty of Florida (UFF) activities

45 Break

46 Non-Academic Activities

47 Auxiliary Effort/OIA (AXOIA) Use this activity to report all activities of an institution that are not specifically assigned to other activities –Residence Halls –Dining Halls –Hospitals and clinics –Student Unions –Intercollegiate Athletics

48 General Administration (GENAD) This activity is to be used by areas that benefit the entire university Includes activities of: –President’s and Vice-Presidents’ Offices –Business Services –General Counsel –Bridges –Finance and Administration –Central Administration of Health Affairs

49 General Administration (GENAD) Does not include: –Dean’s offices –Academic departments (These activities are Departmental Administration)

50 Instruction (INSTR) Used to report all teaching, training and instructional activities Includes: –Grading –Labs –Syllabus production –Exam Preparation –Textbook orders –Roster preparation –Effort related to departmental libraries

51 Library (LIBRY) Used to report effort related to Universities’ Libraries Includes: –George A. Smathers Libraries –Health Science Center Library –Law Library –Library West –Marston Science Library

52 Library (LIBRY) Does not include: Small departmental libraries (should be reported as Instruction for non-exempt employees) Rare book collections (should be reported as Auxiliary Effort)

53 Other Sponsored Activities (OSA) This activity is used to report effort expended on sponsored projects that are not Organized Research or Sponsored Instruction Designated by the agency as “Other Than Research”

54 Sponsored Instruction (SPINS) Used to report effort related to specific instructional or training activity established by grant, contract or cooperative agreement (for non-exempt employees) Effort for faculty or exempt employees should be reported as Other Instructional Activities Does not include: –Research training (should be reported as Organized Research)

55 Student Administration (STUAD) This activity should be used for effort related to the administration of student affairs and for services to students Includes: –Admissions, Registrar’s Office, Counseling Center, Student Health Care Services Does not include: –Normal departmental functions relating to students (drop-add, etc.)

56 Loaning Effort

57 Why Does Effort Need to be Loaned? Many employees are involved in activities associated with account codes other than from where they were actually paid To report these activities properly, loans must be made from the pay records to the appropriate account codes

58 Loaning to Report Instruction Method evolved to capture teaching funded by non-state dollars—unrestricted sources only Fund 101, program 1100 except medical colleges, which are Fund 102, program 1100 If paid otherwise, effort must be loaned to appropriate account code in Fund 101 or 102, program 1100 The borrowed effort is then spread across the appropriate instructional activities.

59 Why Does Effort Need to be Loaned? To report effort of individuals who are not paid their entire salaries by the University but expend effort on UF activities beyond what UF does pay –Departments may request that the Office of Institutional Planning and Research create borrow records from special non-salary account codes (VA Hospital, Shands, UFRF, Inc., Courtesy Staff)

60 Why Does Effort Need to be Loaned? Effort may need to be loaned in order to give an instructor credit for classroom teaching An employee may be paid from an account code that is not a contract or grant but expends effort on sponsored research activities, thus effort should be loaned to the account code for the corresponding sponsored contract or grant project This is especially important when the employee’s cost sharing of salary is required by the contract or grant

61 Navigation  Effort Tracking

62 Search Enter or select the Term Security is kept by Department & UFID

63 Select Select the individual GATOR,ALBERT A Y Incomplete

64 Loans Loan/Borrow Click on Loans Button

65 Loans Page McDonald’s Farm Pentwhistle,Penelope

66 Pentwhistle,Penelope McDonald’s Farm Supply the “Loan To” Information

67 Pentwhistle,Penelope McDonald’s Farm Click OK

68 0.00 A Borrows Record Has Been Created May Not “Loan” from Borrowed Records

69 0.00 Note $0.00 Paid Amount - The Employee was not Paid from This Account Code.

70 0.00 Click the Borrows Button to Record Cost Sharing

71 Pentwhistle,Penelope P McDonalds Farm Enter Cost Sharing Information Note: Mandatory and Voluntary Committed Cost Sharing are treated the same for purposes of recording effort cost shared in UF’s system. Empl ID:

72 Remember to always Save Before Exiting the Screen or Your Work Will Be Lost!

73 Effort Tracking Inquiries Allows the Certifier to view all records by “Status” (Incomplete, Complete, Submitted and/or Authorized)

74 Navigation  Effort Tracking  Effort Tracking Inquiries

75 Effort PeopleSoft Security Roles Certifier: UF_ET_FPAR_CERTIFIER Approver: UF_ET_FPAR_AUTHORIZER Enterprise Reporting: UF_ER_HRPR_Workforce Semester Effort (Certification) Report: UF_ER_HRPR_EFFORT_TRACK UF_ET_FPAR_CERTIFIER UF_ER_HRPR_Workforce For the Certifier or Authorizer role, enter all DEPT IDs to which access is needed in the Requestor Comments or Authority Area.

76 Reports

77 Enterprise Reports Effort FINAL ACTIVITIES REPORT – By Department – By Project – By Employee (UFID) SEMESTER EFFORT REPORT - MASTER LIST SEMESTER EFFORT REPORT

78 Help For policy information or assistance with content: –Faculty or Exempt (Academic): Armando Ramirez-Nunez Office of Institutional Planning and Research Telephone: (352) –For Non-Exempt (Non-Academic): Grady Darden Finance & Accounting, Cost Analysis Telephone: (352)


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