Faculty Activity Database

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Faculty Activity Database

• Dean, Department and Faculty Websites

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FAD Personnel

• Susan Scott, M.D., Associate Dean for Academic
  Affairs  
•       272-8268     E-mail address 
  SScott_at_salud.unm.edu
•  
• April Rodriguez, Director of Academic Affairs 
•  272-8268     E-mail address 
  AMRodriquez_at_salud.unm.edu
•  
• Barbara A. Brown Gabaldon, Director, Faculty
  Activity Database
• 272-9855 E-mail address 
  bgabaldon_at_salud.unm.edu
•  
• Website Server Support Randy Wright, DBA
  
  E-mail address rrwright_at_salud.unm.edu

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Purpose

• To record faculty activities in the following
  areas in a convenient and accessible manner that
  will allow up-to-date reports at individual,
  divisional, departmental, and SOM-wide levels.
• Education teaching hours, teaching in clinical
  settings, directing research with students, etc.
• Research - Publications and Grants/Contracts
  (reported in and faculty effort)
• Clinical - University Physicians Associates
  (UPA) Cancer Research Treatment Center (CRTC)
  activity reported as work RVUs (Relative Value
  Units)
• Administration - administrative positions
  committee participation

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Goals History

• Formerly known as Faculty Profile
• Before May 1999 faculty entered data on the
  internet
• Now - central data sources and data entry by
  department staff on the internet website.

• To gather as much data as possible from central
  sources
• Ensure data are accurate.

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General Information

• Click on this link to find Fact Sheet, Statement
  of Principle, Database Resource Chart, etc.
• http//hsc.unm.edu/somacade/FADindex.htmlx
• On the next three pages see Database Source
  Chart, Log In Page and the Website Links

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(No Transcript)
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School of Medicine Intranet Login
Login
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Faculty Activity Database Websites
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FAD Website Authorizations

• Dean Reports Deans, Department Chairs,
• Administrators
• Department Reports Department Chairs
  Administrators
• Data Entry Department Staff
• Faculty All SOM Faculty access their own
  information

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Dean ReportsTable of Contents and Instructions
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Department ReportsTable of Contents and
Instructions
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Department ReportsFaculty list
Click on a name to see individual faculty report
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Sample Faculty Report

• Click on the link below to view a sample faculty
  report.
• The faculty report has four separate areas
• 1) Education
• 2) Research
• 3) Administration
• 4) Clinical
• http//hsc.unm.edu/somacade/FADsamplereport.htm

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Data Entry Website
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Education
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Education Tracking Guidelines

• In 2003 the Education tracking form was revised
  to accommodate department specific teaching and
  activities.
• There are 2 sources Central Sources (see
  Database Source Chart) and Department entry.
• Sections A to G exist for every department,
  however, the individual items within each section
  will vary from one department to another.

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Medical Student Phase I UME Office
(Excerpt)
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Education Tracking Sections A - G
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Learner Weeks Definition Section C Mixed
Research Educational Activities
Learner Weeks is the measurement of activities in
this FAD section and are derived from the
following formula (example)
Learner Weeks-for a six month time
period Student A works 24 weeks 24 learner
weeks (maximum amount) Student B works 8
weeks 8 learner weeks Student C works 10
weeks 10 learner weeks 42 learner
weeks for a 6 month period
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RESEARCH
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Research There are three sections in FAD
research

• 1) Grants Contracts uploaded from the HSC
  Controllers PreAward Info Ed Database
• 2) Publications entered by the department
• 3) Grant Notes entered by the department

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Grants ContractsPreAward Info Ed Database

• All outside grants and contracts are uploaded
  into FAD in the Principle Investigators (PI)
  individual faculty report.
• Only the dollar amounts are tabulated from the PI
  department records for management reports.
• A dollar per day is calculated to determine the
  amount of grant per time period.

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FAD Grant Categories

• Each grant is given a FAD Grant Category which is
  determined by the department at the time of
  application to the controllers office.
• The categories
• Research Research Support
• Clinical Service
• Education
• Non-Mission Specific (Administrative)
• Click here for more information
• http//hsc.unm.edu/somacade/FADGrantCategories.htm
  

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Clinical Service Grant Category

• This category is for clinical treatment of
  individual patients and/or funding for a medical
  director of a clinical facility or service. 
• Do not use this category for any clinical service
  that generates RVUs through UPA, CRTC or VA. 
• The Grant/Contract dollars in this category will
  be divided by the Non-RVU FTE effort to measure
  clinical productivity.

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Grant Note Entries in FAD

• Department Administrators may add a Grant Note
  to explain participation in Program Project or
  Center Grants.
• These grants may not be represented in the grant
  information automatically loaded from the
  Pre-Award Info Ed Database. Usually because the
  principle investigator is in another department.
• See Grant Notes http//hsc.unm.edu/somacade/FADind
  ex.html

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Publications

• Publications are entered in the FAD database by
  department staff
• All publications must have a publication date, do
  not include Submitted or In Press
• Web Journals are considered Open Access
  Publications and included when the journal is
  peer reviewed. Click on the link below for
  specific definition
• http//hsc.unm.edu/somacade/FADindex.html

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CLINICAL
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FAD Clinical Reports

• Updated
• Work RVUs (Relative Value Units)
• As of January 2007, Information Solutions
  provides each department with a monthly report of
  clinical activity. Starting in Jan 2008
  information will be loaded from this report into
  FAD.
• CRTC RVUs are loaded and displayed in the
  individual FAD faculty reports.

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Administration

• FTE Effort (AA Database)
• Positions Committees (AA Database Department)
• Faculty Demographics (AA Database)
• Honors (Department)

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FTE Definitions

• Faculty Number of faculty
• FTE Total FTEs (full time and part time)
• Four Main Effort Categories
• Administration
• Research
• Education
• Clinical (four subcategories)
• UPA, VA, CRTC, Non-RVU

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Weighted FTE

• FTE numbers are based on the actual FTE as it
  changes throughout the year
• Example Janey Doe, M.D.
• Hired March 1st at 1.0 FTE
• Change August 1st to .8 FTE
• Weighted FTE
• (5mo x 1.0 5mo x .08)/12 .75

All reports use weighted FTE for the time period
requested (above example is based on a calendar
year calculation). All efforts also use the same
formula. All efforts add up to the total
weighted FTE.
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Sample From Dean Reports (Department Reports
would list divisions)
Drill down each department to division level,
division level to individual faculty
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Positions Committees

• Administrative Titles on faculty contracts,
  loaded into FAD from AA Database
• Positions not included in a faculty contract
  added to FAD by department staff
• Committees entered by department staff (optional)

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Faculty Demographics

• All demographic information derived from Academic
  Affairs Database
• Department Division
• Faculty Name
• FTE and FTE Effort
• Track (Tenure, Clinician Educator, etc.)
• Rank (Professor, Assistant Professor, etc.)

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Honors

• Purpose 
• To create an information record of SOM faculty
  accomplishments and their success in receiving
  awards
• What 
• Professional honors for specific situations or
  life time achievement awards and/or honors.
• Professional Organization Officers or Honorary
  Government Positions.
• Information collected
• Name of honor, organization, monetary award,
  description of honor

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T h e E n d

• For more information and training
• Barbara Brown Gabaldon
• 272-9855 or bgabaldon_at_salud.unm.edu
• Help make this training better and more
  responsive to your needs by completing the
  evaluation form (please e-mail or mail)
• http//hsc.unm.edu/somacade/FAD20Training.html