NWEUG2015
IMPLEMENTING FACULTY ASSIGNMENT
CONTRACTS
Suzie Deane
Kelly Lyons
North Idaho College
July 30, 2015
Coeur d’Alene, Idaho
NWEUG2015
SESSION RULES OF ETIQUETTE
Please turn off your cell phone/pager
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversations during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho
NWEUG2015
ABOUT US
Suzie Deane – HR Information & Metrics Analyst
Kelly Lyons – Senior Records & Technology Specialist
NIC has 161 fulltime faculty and 204 adjunct faculty. Typically 600-700 stipends are paid each semester and during the fall and spring semesters we offer around 1450 sections.
Coeur d’Alene, Idaho
NWEUG2015
SESSION AGENDA
1. Our original process
2. Why we needed a change
3. Implementation steps
4. Our new process
5. Challenges
6. Where we are now
Coeur d’Alene, Idaho
NWEUG2015
OUR ORIGINAL PROCESSSlow…painful…error-prone…did I mention slow???
Coeur d’Alene, Idaho
NWEUG2015
OUR ORIGINAL PROCESS
Divisions entered class schedules
Registrar’s Office proofed schedule, and maintained faculty status and credit loads
And then……..the much-hated spreadsheet Submitted by divisions to HR after add/drop deadline
LOAs created using a WORD merge
Changes and corrections required updated spreadsheet
Coeur d’Alene, Idaho
NWEUG2015
OUR ORIGINAL PROCESS
Problems with the original process: Bottleneck – that would be ME!
Timeline driven by need for data entry time
Lots of opportunity for errors
Frustration from correcting those errors
Coeur d’Alene, Idaho
NWEUG2015
WHY WE NEEDED A CHANGEBecause everyone HATES the spreadsheet!
Coeur d’Alene, Idaho
NWEUG2015
WHY WE NEEDED A CHANGE
Eliminate errors
Provide accurate reporting
Reduce turnaround time
Save my fingers and my sanity!
Coeur d’Alene, Idaho
NWEUG2015
IMPLEMENTATION STEPSLesson learned – too many cooks, blah, blah, blah
Coeur d’Alene, Idaho
NWEUG2015
IMPLEMENTATION STEPS
Training by Ellucian
Identified 4 divisions to participate in pilot
Began with summer semester
Each division identified “test” faculty to use, both adjunct and fulltime
Identified roles for non-instructional assignments, i.e. Division Chair, Dual Credit Mentor
Identified unique scenarios prior to fall semester
After spring semester, created a training document with multiple scenarios for training other divisions
Coeur d’Alene, Idaho
NWEUG2015
IMPLEMENTATION STEPS
Data clean-up was required Divisions:
• Notified HR of all budget numbers needed for each faculty member
• Notified Registrar’s Office of all departments for each faculty member
• Much work and discussion around credit equivalencies
Registrar’s Office
• Updated credit loads
• Batch copy process
• Faculty status
Coeur d’Alene, Idaho
NWEUG2015
IMPLEMENTATION STEPS
HR
• Created overload positions
• Updated earn type on overload and adjunct positions
• Added new positions to faculty as identified by divisions
IT
• Updated subroutine with credit rate
• Creating reporting view to be used for generation of LOA documents and load reporting
Coeur d’Alene, Idaho
NWEUG2015
OUR NEW PROCESSStill learning but cautiously optimistic…
Coeur d’Alene, Idaho
NWEUG2015
OUR NEW PROCESS
Divisions enter sections and attach the contract information
Spreadsheets are submitted to HR for LOA creation and parallel testing
Prior to the first pay period, CLPS process is run to create stipends
Reports are distributed to each division for review prior to payroll processing
HR uses the spreadsheets to compare to the CLPS reports as a parallel test
Coeur d’Alene, Idaho
NWEUG2015
CHALLENGESIf it were super easy it wouldn’t be fun – do you buy that?
Coeur d’Alene, Idaho
NWEUG2015
CHALLENGESThese are a few of the unique scenarios submitted by the divisions that we had to define for our document
Split overload
Cross-listed classes/ IVCO-IVCR
Labs
Multiple Instructors
Changes after CLPS has been run: When to “break the link”
• Cancelled class
• Change in faculty
• Entry error
Coeur d’Alene, Idaho
NWEUG2015
WHERE WE ARE NOWHoping to see the death of the spreadsheet soon
Coeur d’Alene, Idaho
NWEUG2015
WHERE WE ARE NOW
All divisions but one onboard as of summer 2015
Currently only doing contracts for assignments based on the per-credit rate
Scenarios still being handled under the old process: Music instructors
Internships
Independent and Directed study
Anything not paid on a per-credit basis
Reporting view still in process
Spreadsheets still being submitted to HR
Coeur d’Alene, Idaho
NWEUG2015
SESSION SUMMARY
Faculty assignment contracts has reduced the amount of time to create stipends and has greatly reduced errors
We will soon be able to produce accurate load reports for the Office of Instruction.
Coeur d’Alene, Idaho
NWEUG2015
QUESTIONS & ANSWERS
Coeur d’Alene, Idaho
NWEUG2015
THANK YOU!Suzie Deane – [email protected]
Kelly Lyons – [email protected]
Coeur d’Alene, Idaho