FACET Assignments of Responsibilities System Overview

Florida State University

April 2013

Session Topics

I. Assignment of Responsibilities (AOR) OverviewII. Preparing for the AORsIII. Creating New AORsIV. Approving AORsV. Amending AORsVI.AORs and Effort CertificationVII. Reference and Support

Assignment of Responsibilities Overview

“What are AORs?”

Assignment of Responsibilities

• The Assignment of Responsibilities (AOR) system is used by university to plan and review the activities of Faculty members for the upcoming academic year.

• Activities are broadly defined into several categories: Instruction, Research/Creative Activities, Service, and Paid Leave of Absence (Sabbaticals, etc.)

• The AORs are an estimate of a Faculty member’s planned activities for the upcoming year. They can be updated an unlimited number of times to reflect changes in duties.

Assignment of Responsibilities

• The Office of the Vice President for Faculty Development and Advancement requires all departments to submit new AORs for their faculty members on an annual basis.

• The UFF Collective Bargaining Agreement requires Faculty Annual Evaluations to be based on the Assignment of Responsibilities.

• Starting Spring 2013, all AOR submissions must be submitted using the online FACET-based system (2013-2014 Academic Year and beyond).

Assignment of ResponsibilitiesFACET AOR ADVANTAGES

• Greater accessibility to information for departments and faculty members.

• Ability to automatically include relevant course and sponsored research data.

• Ability to import data from previous AORs when generating new ones.

• Availability of FACET AOR data for subsequent FACET Effort Certification after each semester.

Preparing for the Assignment of Responsibilities

“How do I setup AORs for my department?”

Preparing AORs

There are two primary tasks which must be completed in order for a department to create online AORs for their faculty members:

1.Setup OMNI security roles for AOR representatives and approvers.

2.Select which AOR template (“Structure”) to use per department.

Preparing AORsOMNI SECURITY ROLES FOR AORS

There are three primary department roles which must assigned in each department in order to generate and fully approve online AORS:

• AOR Department Representative• AOR Department Chair Approver• AOR Department Dean Approver

Preparing AORsOMNI SECURITY ROLES FOR AORS

• Each department requires at least one assigned “AOR Representative” in order to generate new AORs.

• AOR Representatives are the only individuals who can draft new AORs and make any further changes during the approval process.

• AOR Representatives must request the “FSU_FACET_AOR_REP” role in OMNI eORR, and be assigned to the department on the OMNI Department Rep Table.

Preparing AORs Navigate to eORR

Online Role Request in OMNI.

OMNI > Human Resources 9.1 > Main Menu > eORR Online Role Request > Submit Role Request.

Preparing AORs Search for the individual

and select them in the search results.

Select “Human Resources” from the list of role categories.

Preparing AORs Select “Add” to choose

new role assignments

Select “Department Roles”

Preparing AORs Select the

“FSU_FACET_AOR_REP” role from the list of department role options

Press continue to review your role requests before submitting for approval.

Preparing AORs Please select the

appropriate option from the “Reason for Request” drop down menu.

Please enter a justification for this role request.

Select the “Submit” button to route the role request for approval

Preparing AORsOMNI SECURITY ROLES FOR AORS

• AOR Representatives, AOR Chairs, and AOR Deans must all be assigned to a department through the OMNI Department Representative Table.

• Only AOR Representatives require the prior eORR role request step. AOR Chair and Dean assignments are set up (and updated) using only the OMNI Department Representative Table.

Preparing AORs Navigate to the

Department Rep table in OMNI.

OMNI > Human Resources 9.1 > Main Menu > Workforce Administration > FSU Department Reps > Department Reps

Preparing AORs Select the “Add a New Value”

tab and enter the department number and Rep type.

This process needs to be repeated for each of the three types of Rep types: AOR Rep (AORRP), AOR Chair (AORCH), and AOR Dean (AORDN)

Preparing AORs Add the EmplID for each person needing the role in the

department. Multiple individuals can be assigned to each role. One

person must be listed as the “primary” representative. All must be “Active” to have proper access.

Preparing AORsAOR STRUCTURE CONFIGUATION

• The FACET AOR system allows for several different AOR templates to be used by departments.

• Templates differ in the amount of information required to complete the AOR form.

• Each department is set to a default structure. A request must be made to the FACET Support Team (facet@fsu.edu) to adjust a department’s AOR structure.

• Structure adjustments will only affect future AORs.

Preparing AORsAOR STRUCTURE CONFIGUATION

There are six types of available structures for departments:

1. AOR_SECTION2. AOR_SUBSECTION3. AOR_CAT_NO_CTS4. AOR_CAT_SECT_CTS5. AOR_CATEGORY6. AOR_LIBRARY

Preparing AORs

AOR_SECTION

All effort placed on primary section lines (Instruction, Research / Creative Activity, etc.)

Preparing AORs

AOR_SUBSECTION

Effort is placed in subsection areas. Individual courses do not get effort entry areas, but sponsored projects have effort entry.

Preparing AORs

AOR_CAT_NO_CTS

Each section is expanded into specific types of activities which get effort allocation. Courses and sponsored projects are individual lines.

Preparing AORs

AOR_CAT_SECT_CTS

Courses will have additional data entry information for Sections and Credit Hours. The values placed in these fields are not used in the effort calculation (100%).

Preparing AORs

AOR_CATEGORY

The most granular AOR structure. Includes additional criteria for Student Committee activities.

Preparing AORs

AOR_LIBRARY

Specialized template for FSU libraries.

Preparing AORsPREPARATION SUMMARY

Three roles must be assigned per department: AOR Representative, AOR Chair, AOR Dean.

AOR Representative role requires “FSU_FACET_AOR_REP” eORR role request.

All roles must be assigned on OMNI Department Representative Table.

Multiple AOR templates are available. Changes are made by request to FACET Support Team.

Creating New Assignments of Responsibilities

“How do I create AORs for Faculty members?”

Creating AORs

• AOR Representatives are the only individuals during the AOR process who can create and modify the information on the AORs.

• Departments can have multiple AOR representatives• Representatives should gather information agreed upon

by faculty and supervisors using internal worksheets. Worksheet information should then be entered into online AORs for official review and approval.

• AORs will produce an error if AOR Chair and AOR Dean roles are not assigned.

Creating AORs

Navigate to Generate AOR in OMNI.

OMNI > Human Resources 9.1 > Main Menu > FACET > Assignment of Responsibilities > Generate AOR

Creating AORsAOR SEARCH PAGE OVERVIEW

Creating AORsAOR SEARCH PAGE OVERVIEW

Faculty Type (9mo or 12mo) and Period are required to pull up list of faculty.

Retrieve Faculty will produce the search results shown above.

Creating AORsAOR SEARCH PAGE OVERVIEW

Exclude column: select checkbox to prevent creating a new AOR draft for an individual when the Generate AOR button is pressed.

Employee Name will be hyperlink when an AOR draft is available. Click to view AOR.

Creating AORsAOR SEARCH PAGE OVERVIEW

Two Additional Approvers can be added to each AOR draft. The Addl Approvers – Apply to All button will copy additional

approvers in the first row to all subsequent rows.

Creating AORsAOR SEARCH PAGE OVERVIEW

Copy from Previous Year AOR options will auto-populate AOR drafts with information from last approved AOR of the previous year.

Copy options are also available on a per individual basis.

FACET AOR FormThe online AOR form is

divided into three areas:

Header: Contains Employee, Period, Status and Version information

Data Entry: Optional Approvers, Paid Leave of Absence options, Effort Distribution Categories, Submission/Approval controls.

Approval: Shows current approval status and sequence information.

FACET AOR Form The Optional AOR

Approvers section allows two additional individuals to be added to the approval sequence. Both approvers are added to the beginning of each Approval Level (Level 1 & Level 2).

This functionality is identical to the Additional Approvers options on the AOR Search page.

FACET AOR Form The Leave of Absence

options add additional categories to the bottom of the data entry section.

If these options are selected, some effort (1% or more) must be entered in the category or an error will occur.

Unpaid Leave of Absence will not count towards 100% effort totals.

FACET AOR Form The Data Entry section

contains a column for each semester included in the selected AOR Period.

Each column must individually add up to 100% effort. Otherwise, an error will occur.

The system auto-calculates the total effort after any adjustments to the entered effort.

FACET AOR Form Credit courses listed in

the CSM can be added to the form. Custom courses can also be added.

Any sponsored projects where the individual has a commitment will auto-populate into the form.

Additional projects can be added to the form. Projects must be listed on OMNI projects table. Pending projects can be entered under Department Research activities.

FACET AOR Form Approval section will

show individuals who must approve or acknowledge form in order finalize the draft.

Multiple approvers can be listed. Only one of the approvers needs to approve to move form to next level.

FACET AOR Form The Activity link allows

custom activities to be listed beneath each category heading (similar to the display of individual courses).

FACET AOR Form Print icon allows a

printed PDF version of the current view of the AOR form to be downloaded.

The Advance/Cancel allows a representative to forward a draft (without errors) for approvals, or cancel the draft. Level 1 and Level 2 approvers can approve or deny drafts using the same function. Denied drafts will always return to the AOR representative for changes or cancellation.

Approving Assignment of Responsibilities

“How do I submit AORs for approval?”

Approving AORs

An AOR draft is processed through an automated approval sequence once it is submitted by an AOR Representative.

Once fully approved, the AOR draft will become the active AOR for the individual for the selected AOR Period.

Two additional approvers may be added to an AOR draft before submission.

Each individual in the approval sequence will receive email notification when an AOR requires their attention/approval.

Approving AORs

An AOR Representative is the only individual in the sequence who can create or modify an AOR submission.

Any changes to the AOR draft recommended by approvers must be performed by the AOR Representative. Drafts must be pushed back to the Representative’s level for updates.

Employees do not approve their own AOR draft. They have the option to acknowledge their assignment.

Assignments which are not acknowledged by employee within 14 days will automatically escalate to next approval level.

Approving AORsAPPROVAL SEQUENCE

AOR RepresentativeAOR Representative

Optional Level 1 Approver

Optional Level 1 Approver

Level 1 Approver (Supervisor / Chair)

Level 1 Approver (Supervisor / Chair)

Employee(Acknowledge)Employee(Acknowledge)

Optional Level 2 Approver

Optional Level 2 Approver

Level 2 Approver (Chair / Dean / VPFDA)

Level 2 Approver (Chair / Dean / VPFDA)

Approving AORsAPPROVAL SEQUENCE RULES

Level 1 Approver is… Employee’s supervisor, or if vacant, the designated AOR

Chair.

Level 2 Approver is… AOR Chair (if L1 approver and employee are not Chair or

Dean) AOR Dean (if L1 approver and employee are not Dean or

VPFDA) VPFDA (if L1 approver and employee are not VPFDA)

Approving AORs

Multiple individuals can be assigned to each approval level (AOR Chair and AOR Dean).

All individuals receive email notifications. Only one individual needs to approve to escalate draft

to next level.

Approving AORs

Individuals can approve/acknowledge AOR drafts using the Mass Approval AOR page.

OMNI > Human Resources 9.1 > Main Menu > FACET > Assignment of Responsibilities > Mass Approval AOR

Approving AORs Selecting the Employee Name hyperlink will take

reviewer to full AOR draft. An Approve button is also available on the AOR form.

Amending Assignment of Responsibilities

“How do I update an approved AOR?”

Amending AORs

AORs are estimates of future effort to be performed by Faculty members for upcoming academic years. Often changes will occur (new courses, sponsored projects, etc.) during the course of the year.

AORs are allowed to be amended (updated) an unlimited number of times in order to account for changes to an individual’s responsibilities.

AOR Representatives are the only individuals who can initiate an AOR amendment.

Amending AORs

Individual AOR forms (both draft and approved versions) can be viewed on the Faculty AOR Forms page. Individuals must have the proper security roles to see the forms.

OMNI > Human Resources 9.1 > Main Menu > FACET > Assignment of Responsibilities > Faculty AOR Forms

Amending AORs

Search page has several options available, including the ability to search only AOR forms in need of attention using My Queue Only checkbox.

Click the search results to view AOR form.

Amending AORs

Selecting Create New Version will start a new draft with all the current information included on it. Current version must be fully approved.

The data entry and approval process is identical (optional approvers must be re-selected).

FACET Assignment of Responsibilities and Effort

Certifications

“How are FACET AORs and Effort Certifications related?”

AORs and Effort CertificationWHAT IS EFFORT CERTIFICATION?

FACET Effort Certification is the university’s system to track effort to ensure compliance with federal and state laws.

Certifying a FACET Effort report states an individual actually engaged in the activities for which compensation was received for each academic semester.

Effort certification is primarily used to determine that sponsored funds charged were appropriately allocated and any instructional activities were delivered in the appropriate manner.

AORs and Effort Certification

Effort Certification and AORs are “two sides of the same coin.” Both track employee activities and effort.

AORs are a prescribed plan of activities and effort for upcoming academic periods, while Effort Certification reports are legal records stating which activities and effort were performed during previous academic periods.

Effort certification reports are used in compliance reporting with the State of Florida and the federal government.

AORs and Effort Certification

Effort Certification reports for periods where an approved AOR exists will have a link to the AOR form.

AORs can be updated to reflect the information certified in an Effort Certification report. Updated AORs should always match certified effort.

Assignment of ResponsibilitiesReference and Support

Reference

Several FACET AOR instructional guides and tutorials (including this presentation) are available at: http://omni.training.fsu.edu/OMNI-FACET/Assignment-of-Responsibilities

Support

General AOR QuestionsAndrea Novak (anovak@admin.fsu.edu), Office of the Vice President for Faculty Development and Advancement

OMNI AOR Support & Training QuestionsThe FACET Support Team (facet@fsu.edu)Matthew Earhart (644-0398), Office of Institutional Research