Effort Tracking Faculty

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

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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

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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 (FA) Rate negotiated between them
  and the University (OMB Circular A-21, Revised)
• Also, data collected is used in the FA Rate
  Proposal which results in over 60M of revenue to
  the University annually

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Why do we do it?

• Data from the Effort Tracking Report and
  Instructor Workload Report are combined to
  produce the Instruction and Research (IR) Data
  File
• The IR 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. 1012.945)
• F.S. 1008.46 requires monitoring of performance
  in each of the major areas of instruction,
  research and public service

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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. 1012.945, the 12-Hour Law
• Primary source for the Board of Governors
  expenditure analysis

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Effort Tracking Sources
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Semester Faculty Assignment Report
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Semester Faculty Assignment Report

• Assignment of duties and responsibilities (in
  writing) as required by F.S. 240.245
• Must be completed at the beginning of each
  semester and kept in the department
• Significant changes (gt5) should be noted, dated
  and initialed
• Progress must be recorded at end of semester

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Instructor Workload Report
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Instructor Workload Report

• 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
• Registrars Office
• 392-1374 x 7244

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Minimum Contact Hour Assignments

• Teaching Maximum Effort
• Contact Hours To Report on FPAR (Contact
  Hours/12)
• 1.0 8
• 2.0 16
• 3.0 25
• 4.0 33
• 5.0 41
• 6.0 50
• 7.0 58
• 8.0 66
• 9.0 75
• 10.0 83
• 11.0 91
• 12.0 100

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Activities
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Effort Activities

• Academic Academic or
  Non-Academic
• Only Non-Academic
  Only
• LWR AGEXT AXOIA
• UPR ASLVE GENAD
• G-1 CLSVC INSTR
• G-2 D_ADM LIBRY
• G-3 D_RSC OSA
• ACADV GOV SPINS
• AUX O_RSC STUAD
• CLTCH PATCR
• OIA PDLSB
• STSVC PUSVC P_ADM
• S_ADM
• UNION
• May be mandated by the college dean for
  consideration
• of tenure and promotion

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Academic Activities
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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

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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

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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

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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

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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

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Note

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

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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

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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

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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

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Other Instructional Activities (OIA)

• 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)

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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
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Academic and Non-Academic Activities
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Agricultural Ext Service (AGEXT)

• Effort expended on IFAS Cooperative Extension
  Service
• Effort administering Cooperative Extension
  Service Programs

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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

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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

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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

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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

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Governance (GOV)

• Includes
• Departmental, college and university-wide
  committee assignments
• Committee work benefiting sponsored research and
  training programs
• Participation in UF Senate activities

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Organized Research (O_RSC)

• Includes
• Separately budgeted and accounted for research
  activities
• The types of organized research are
• Sponsored Research
• University Research

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Organized Research (O_RSC)
Sponsored Research

• 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

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Organized Research (O_RSC)
University Research

• Research and development activities that are
  separately budgeted and accounted for
• Example
• DSR grant awards
• Agricultural Experiment Station research programs

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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

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Professional Development Leave Programs or
Sabbaticals (PDLSB)

• Includes
• Professional development leave programs
• Sabbaticals
• Professional and faculty development leaves

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Public Service (PUSVC)

• 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

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Public Service (PUSVC)

• Note
• Effort expended in Non-credit Division of
  Continuing Education (DOCE) courses must be
  loaned to DOCE and reported in this activity

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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

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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.)

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Union Activities (UNION)

• Use to report effort devoted to United Faculty of
  Florida (UFF) activities

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Break
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Non-Academic Activities
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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

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General Administration (GENAD)

• This activity is to be used by areas that benefit
  the entire university
• Includes activities of
• Presidents and Vice-Presidents Offices
• Business Services
• General Counsel
• Bridges
• Finance and Administration
• Central Administration of Health Affairs

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General Administration (GENAD)

• Does not include
• Deans offices
• Academic departments
• (These activities are Departmental Administration)

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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

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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

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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)

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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

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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)

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Student Administration (STUAD)

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

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Loaning Effort
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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

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Loaningto Report Instruction

• Method evolved to capture teaching funded by
  non-state dollarsunrestricted 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.

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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)

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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
employees cost sharing of salary is required by
the contract or grant
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Navigation

• Effort Tracking
• Effort Tracking
• Effort Tracking

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Search
12345678

• Enter or select the Term
• Security is kept by Department UFID

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Select
12345678
2045 12345678 GATOR,ALBERT A 29020000
Y Incomplete

• Select the individual

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Loan/Borrow
Click on Loans Button
Loans
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Loans Page
24681357
Pentwhistle,Penelope
24681357
McDonalds Farm
77770000
77770000-101-1100
0054321
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24681357
Pentwhistle,Penelope
McDonalds Farm
77770000
77770000-101-1100
0054321
16360505
0003828
17
Supply the Loan To Information
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Pentwhistle,Penelope
24681357
McDonalds Farm
77770000
77770000-101-1100
0054321
16360505
0003828
17
Click OK
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May Not Loan from Borrowed Records
0.00
17.000
0.00
A Borrows Record Has Been Created
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0.00
Note 0.00 Paid Amount - The Employee was
not Paid from This Account Code.
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0.00
Click the Borrows Button to Record Cost Sharing
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Pentwhistle,Penelope P.
Empl ID 24681357
0054321
McDonalds Farm
77770000
17
Enter Cost Sharing Information
Note Mandatory and Voluntary Committed Cost
Sharing are treated the same for purposes of
recording effort cost shared in UFs system.
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Remember to always Save Before Exiting the Screen
or Your Work Will Be Lost!
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Effort Tracking Inquiries
Allows the Certifier to view all records by
Status (Incomplete, Complete, Submitted and/or
Authorized)
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Navigation

• Navigation
• Effort Tracking
• Effort Tracking Inquiries

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Effort PeopleSoft Security Roles
UF_ET_FPAR_CERTIFIER
UF_ER_HRPR_Workforce

• 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

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Reports
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Enterprise Reports

• Effort FINAL ACTIVITIES REPORT
• By Department
• By Project
• By Employee (UFID)
• SEMESTER EFFORT REPORT - MASTER LIST
• SEMESTER EFFORT REPORT

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Help

• For policy information or assistance with
  content
• Faculty or Exempt (Academic)
• Armando Ramirez-Nunez
• Office of Institutional Planning and Research
• Telephone [phone]
• aramire_at_ufl.edu
• For Non-Exempt (Non-Academic)
• Grady Darden
• Finance Accounting, Cost Analysis
• Telephone [phone]
• gcd_at_ufl.edu