Effort TrackingEffort Tracking(Faculty & Professional and(Faculty & Professional and

Non-Academic Activity Report)Non-Academic Activity Report)

Presented by

Finance & Accounting - Office of Cost Analysis

and

Office of Institutional Planning & Research

Please Be Courteous

• Turn off cellular phones or place them in silent mode.

• Place and receive calls outside.

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.

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

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

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. 1012.945)

– F.S. 1008.46 requires monitoring of performance in each of the major areas of instruction, research and public service

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

Effort Tracking Sources

Semester Faculty Assignment Report

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 (>5%) should be noted, dated and initialed

• Progress must be recorded at end of semester

Instructor Workload Report

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 BlockerRegistrar’s Office392-1374 x 7244

Minimum Contact Hour Assignments

Teaching Maximum Effort %Contact Hours To Report on FPAR

(Contact Hours/12)1.0 82.0 163.0 254.0 335.0 416.0 507.0 588.0 669.0 7510.0 8311.0 9112.0 100

Activities

Effort ActivitiesAcademic Academic or Non-AcademicOnly Non-Academic Only

LWR AGEXT AXOIAUPR ASLVE GENADG-1 CLSVC INSTRG-2 D_ADM LIBRYG-3 D_RSC OSAACADV* GOV SPINSAUX O_RSC STUADCLTCH PATCROIA PDLSBSTSVC* PUSVC

P_ADMS_ADM

UNION

• May be mandated by the college dean for considerationof tenure and promotion

Academic Activities

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

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

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

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

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

Note

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

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

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

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

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)

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

Academic and Non-Academic Activities

Agricultural Ext Service (AGEXT)

• Effort expended on IFAS Cooperative Extension Service

• Effort administering Cooperative Extension Service Programs

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

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

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

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

Governance (GOV)

Includes:• Departmental, college and university‑wide

committee assignments • Committee work benefiting sponsored research

and training programs• Participation in UF Senate activities

Organized Research (O_RSC)

Includes:• Separately budgeted and accounted for

research activities• The types of organized research are:

– Sponsored Research– University Research

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 ResearchSponsored Research

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 ResearchUniversity Research

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

Professional Development Leave Programs or Sabbaticals (PDLSB)

Includes:• Professional development leave programs:

– Sabbaticals– Professional and faculty development leaves

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)

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)

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

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.)

Union Activities (UNION)

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

Break

Non-Academic Activities

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

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

General Administration (GENAD)

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

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

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

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)

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”

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)

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.)

Loaning EffortLoaning Effort

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

Loaningto 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.

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)

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’scost sharing of salary is required by the contract or grant

Navigation

Effort Tracking Effort Tracking Effort TrackingEffort Tracking

Search

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

12345678

Select

• Select the individual

2045 12345678 GATOR,ALBERT A 29020000 Y Incomplete

12345678

Loans

Loan/Borrow

Click on Loans ButtonClick on Loans Button

24681357

0054321 77770000-101-1100

Loans Page

McDonald’s Farm77770000

Pentwhistle,Penelope 24681357

Pentwhistle,Penelope 24681357

77770000 McDonald’s FarmMcDonald’s Farm

0054321 77770000-101-110077770000-101-1100

16360505

0003828

17

Supply the “Loan To” InformationSupply the “Loan To” Information

Pentwhistle,Penelope 24681357

77770000 McDonald’s FarmMcDonald’s Farm

0054321 77770000-101-110077770000-101-1100

16360505

0003828

17

Click OKClick OK

0.00

A Borrows Record Has Been CreatedA Borrows Record Has Been Created

0.00 17.000

May Not “Loan”May Not “Loan”from Borrowed Recordsfrom Borrowed Records

0.00

Note $0.00 Paid Amount -Note $0.00 Paid Amount -The Employee was notThe Employee was not

Paid from This Account Code.Paid from This Account Code.

0.00

Click the Borrows ButtonClick the Borrows Buttonto Record Cost Sharingto Record Cost Sharing

Pentwhistle,Penelope P.

77770000 McDonalds Farm

0054321

17

Enter Cost Sharing InformationEnter 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: 24681357

Remember to always Remember to always SaveSave Before Exiting the Screen or Before Exiting the Screen or

Your Work Will Be Lost!Your Work Will Be Lost!

Effort Tracking Inquiries

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

Navigation

Navigation Effort Tracking Effort Tracking Inquiries

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.

Reports

Enterprise Reports

• Effort FINAL ACTIVITIES REPORT– By Department– By Project– By Employee (UFID)

• SEMESTER EFFORT REPORT - MASTER LIST• SEMESTER EFFORT REPORT

HelpFor policy information or assistance with content:

– Faculty or Exempt (Academic):Armando Ramirez-Nunez

Office of Institutional Planning and Research

Telephone: (352) 392-0457

aramire@ufl.edu

– For Non-Exempt (Non-Academic):Grady Darden

Finance & Accounting, Cost Analysis

Telephone: (352) 392-5778

gcd@ufl.edu