Walking Through Instructor Workload

Now that you have familiarized yourself with all of the setup pages, walk through the following simple scenarios to help you visualize how everything is integrated. If possible, actually perform this walk through in a sample or test database. The exercise begins with references to the setup table located in the Implementing Instructor Workload Setup Tables documentation.

See Implementing Instructor Workload Setup Tables

Warning! Although the conclusion of this exercise includes data clean up, there is one Term Workload record that you cannot delete. If you do not have access to a sample or test database, then use the steps below as a reference when you finally implement the feature. Do not perform this walk through in your production database.

To track instructor workload:

Define Assignment Types

First, create assignment types for at least two types of assignments. You will begin with lecture and advising.

Select select Curriculum Management, then select Instructor/Advisor Information, then select Assignment Type, then select Add a New Value.
Enter an Assignment Type of LEC and then the code for your institution.
Click Add.
Enter the following effective date: 01/01/1900.
Enter the following status: Active.
Enter the following description: Lecture Assignment Type.
Enter the following short description: Lecture.

This description appears in the grid on the Meetings and Term Workload pages.
Select the View on Schedule of Classes check box.

This causes the assignment type to be an available choice on all of the Meetings pages.
Select the Include Assignment in Workload check box.
Enter 9 in the 100% Weekly Workload Hours field.

This causes a 3-hour assignment to be converted to 30 percent of an individual's term workload, or, this causes a 9-hour assignment to be converted to 100 percent of an individual's term workload.
Enter 0 in the 100% OEE Workload Hours field.
Save.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Assignment Type, then select Add a New Value.
Enter an assignment type of ADV, and then the code for your institution.
Click Add.
Enter the following effective date: 01/01/1900.
Enter the following status: Active.
Enter the following description: Advising Assignment Type.
Enter the following short description: Advising.

This appears in the grid only on the Term Workload page because you will set the next field to OFF.)
Clear the View on Schedule of Classes check box.

This ensures that an assignment type of ADV can never be assigned on the Meetings page. Instead, you want to reserve this assignment type for association with assignments made directly on the Term Workload page.
Select the Include Assignment in Workload check box.
Enter 9 in the 100% Weekly Workload Hours field.

This value means that if you want to give an instructor one course credit for advising, then give them 3 workload hours (or whatever the institution common course count is) for advising in a given term.
Enter 0 in the 100% OEE Workload Hours field.
Save.

Define Instructor Assignment Classes

To create instructor assignment class values and their corresponding defaults for two types of employees (beginning with full time and part time):

Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Assignment Class, then select Add a New Value.
Enter an Instructor Assignment Class of FT, and then the code for your institution.
Click Add.
Enter the following effective date: 01/01/1900.
Enter the following status: Active.
Enter the following description: Full-Time.
Select Full Time in the Full/Part Time field.
Select the Calculate Workload check box.
Select the Limit Workload check box.
Enter 120.00 in the Assigned FTE % field.
Enter 100 in the Instructor Multiplier field.
Save.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Assignment Class, then select Add a New Value.
Enter an Instructor Assignment Class of PT, and then the code for your institution.
Click Add.
Enter the following effective date: 01/01/1900.
Enter the following status: Active.
Enter the following description: Part-Time.
Select Part Time in the Full/Part Time field.
Select the Calculate Workload check box.
Select the Limit Workload check box.
Enter 60.00 in the Assigned FTE % field.
Enter 100 in the Instructor Multiplier field.
Save.

Activate Workload Feature and Specify Defaults

To activate the workload feature for your institution:

Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Academic Institution Table.
Specify your institution, select Correct History, and select Search.
Insert an effective-dated row with today's date.
Select the Academic Institution 4 tab.
Select the Calculate Workload check box.
Enter 100.00 in the Full-Time Warning Limit % field.
Enter 50.00 in the Part-Time Warning Limit % field.
Enter 100 in the Course Component Workload Hours% field.
Leave the Academic Progress Units % field blank.
Enter 120.00 in the Full-Time Assigned FTE % field.
Enter 60.00 in the Part-Time Assigned FTE % field.
Enter the following assignment type: LEC.
Enter the following instructor class: FT.
Save.

Define Academic Subject Component Percentages

Normally, you must enter only component percentages for academic subjects at your institution that you would like multiplied as other than 100. However, just to familiarize you with the page, update the subject of MATH with a lecture value of 100.

To define academic subject component percentages:

Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Academic Subject Table.
Specify your academic institution and a subject area of MATH; select Correct History and then select Search.
Select the Subject/Workload tab.
Enter the following course component: Lecture.
Enter the following component multiplier: 100.
Save.

Define Course Catalog Workload Hours Information

To specify workload hours for a course:

Select select Curriculum Management, then select Course Catalog, then select Course Catalog.
Specify your academic institution and a subject area of MATH if possible, select Correct History, and select Search.
Select a course from the search results.
Select the Components tab.
Verify that a component of lecture exists and has a workload hours value of 3. If not, update appropriately and Save.

Note any changes that you make to this course for cleanup later.
Note the following data:
- Course ID __________.
- Course Component __________.
View Class Component Workload Hours Information.
Make sure that you have the course scheduled and that you have specified values correctly in the Workload Hrs (workload hours) field on the Class Components page.
Select select Curriculum Management, then select Schedule of Classes, then select Adjust Class Associations.
Specify your academic institution, a future, or current term (if you are using a PeopleSoft sample data database, enter 0460), and the Course ID noted above.
Select Correct History and then select Search.
Select the Class Components tab.
Note the following data for the component:
- Term __________.
- Associated Class Nbr __________.
Verify that the lecture component exist, and that the corresponding workload hours read.

With regularly scheduled classes, this defaults from the catalog. If this is not a newly scheduled class, enter a value of 3 in the Workload Hours field.
Save the page.
Now take a look at another place that you can go to view or update Workload Hours data.

Use the following optional menu path after a component has been scheduled for a term but later needs to be accessed for review or minor updates. The performance opening these pages is ideal because only the meeting that you need for viewing or updating is loaded.
Select select Curriculum Management, then select Schedule of Classes, then select Schedule New Class, then select Meetings.
Enter your institution, term, and course ID.
Click Search.
Notice that this component is much smaller than that of the regular schedule of classes (only three pages).

Because you are loading less data, the pages open more quickly. Note that on this page, you can make changes to the workload hours for the meeting and the assignments themselves.
Do not make any additional changes.

Define an Individual's Term Workload Information

To define an individual's term workload information:

Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Term Workload.
Enter an ID (Instructor A) and code for your institution.
Click Search.
Note the following data: ID__________.
Insert a row for the same term that you used previously for the class component.
Change the instructor assignment class to PT from Academic Institution Page 4 default of FT and exit the field.

Notice that all of the PT defaults autopopulate the check boxes and Assigned FTE % (assigned full-time equivalency percent) field. This is to show you how the check boxes and fields populate their default values. Now set your Instructor Assignment Class back to FT.
Select the Calculate Workload check box.
Accept the default of selected in the Limit Workload check box from the Instructor Assignment Class page.
Change the value in the Assigned FTE % field to 100.00.

This ensures that you never assign the instructor to more than 100 percent of the full-time standard workload (9 workload hours in this example). If you wanted some slack, for give and take during scheduling, leave this at 120.00, or even increase it.
Change the value in the Instructor Multiplier field to 200.

Note that this does not double count assignments made directly to the Term Workload page.
Save.

Do not exit the page.
Assign Noncourse Based Assignments.
Manually assign a noncourse assignment of Advising to the previous ID (Instructor A).
Place cursor in Description field on the Workload Assignment tab and type "Advising the Math Club."
Enter the following assignment type: Advising.
Enter the following workload: 3.
Save.
Notice that the Assignment FTE % (assignment full-time equivalency percent) field on the Workload Assignment tab autogenerates a percentage value of 33.33 percent.

This is using the formula for instructor assignments made directly to the Term Workload page. Remember, our 100 percent weekly workload hours for this assignment type are 9; therefore, 3 workload hours make up 33.33 percent of the instructor's total term FTE. Also notice that this value contributes to the overall Total Term FTE percent value for instructor A. Exit this page for now. You will return to it later.

Assign Course Based Assignments

To assign instructor A to a course using the Schedule of Classes - Meetings page:

Select select Curriculum Management, then select Schedule of Classes, then select Maintain Schedule of Classes.
Enter the same term and course ID that you used in the steps above.
Click Search.
Select the Meetings tab.
On the Meetings - Assignment page, enter the ID for instructor A in the ID field, and exit the field.
Select the Workload tab.
Look at the Assignment Type field and notice that you do not see ADV as a choice. (because when setting up ADV as an assignment type, you cleared the view on Schedule of Classes check box).
Set the assignment type to Lecture.
Notice that workload hours read 6.

This is because you set the instructor multiplier to 200 percent, so every 3-hour assignment in this term counts as double workload hours. The 3 becomes a 6.
Notice that the Assignment FTE % (assignment full-time equivalency percent) field populates and represents that this course is worth double.
Save.

View an Instructor's Term Workload Summary

To return to Term Workload page to view instructor A's new workload information.

Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Term Workload.
Enter same ID for instructor A and code for your institution, and click Search.
Scroll to the term you used in steps above.
Looking at the page, you can now see both assignments: one made on the Term Workload page and another made on the Meetings page.

Notice that the course assigned on the Meetings page is actually counting double toward FTE. This is because you set the default Instructor Multiplier for this instructor to 200 percent.

Assign Workload for One Class Component to Two Instructors

To allow two instructors to share the responsibility of teaching the math class:

Return to the math class on the Schedule of Classes - Meetings page to update the assignments.
Select select Curriculum Management, then select Schedule of Classes, then select Maintain Schedule of Classes.
Enter the same term, subject, and course you used in the previous steps, and click Search.
Select the Meetings tab.
Go to the Instructors For Meeting Pattern group box, select the Workload tab, and change the existing load factor for instructor A from 100.00 to 50.0.

Notice changes in workload hours and assignment FTE percent.
Insert another row on the Workload tab and add another instructor.

You will refer to this second instructor as Instructor B. Alter instructor B's load factor to 50. Remember, it is the user's responsibility to set load factor, and it is also the user's responsibility to ensure that the combined load factor for a course component equals 100, if that is what you want. In some rare instances, you might want them to equal more than 100, but this is not recommended.

Therefore, in looking at the grid, you have now specified that instructor A shall teach 50 percent of the class, and instructor B shall teach the other 50 percent.
Save.

View an Instructor's Updated Term Workload Summary

Now return to the Term Workload page for instructor A. Because you have altered the instructor's load factor to 50 percent for the math course, you should notice an overall decrease in the total term FTE percent.

To view an instructor's updated term workload summary:

Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Term Workload.
Enter an ID for instructor A and a code for your institution, and click Search.
Scroll to the term that you used in the previous steps.
Notice that updates made to the Meetings page automatically update the Term Workload record.

In addition, notice on this page that you cannot edit anything created on the Meetings page. If you want to change anything associated with an assignment made on the Meetings page, you must return to the Meetings page and make the change. The only assignments that you can modify on the Term Workload page are the non-course-based assignments.
Do not cancel the page.

Review Warning Limits

On the Term Workload Page, let us try some of the soft and hard warnings that you created. You set up institution-wide soft warning limits and some default FTE percentage hard warning and error limits on the Academic Institution 4 page. Keep the Term Workload page open and open the Academic Institution 4 page in a new window to review your earlier work.

To test the warnings that you set up:

Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Academic Institution Table.
Specify your institution, select Correct History, and select Search.
Select the Academic Institution 4 tab.
Verify the following values in the listed fields:
Select the Academic Institution 4 tab.

The page should have the following values in the listed fields:
- Institution Wide Soft Warnings (which apply to all individuals where their Term Workload page has the Calculate Workload check box selected): Full-Time Warning Limit %: 100.00;Part-Time Warning Limit %: 50.00.
- Default FTE % Values/Hard Warnings (which serve as defaults on the Instr Assign Class page): Full-Time Assigned FTE %: 120.00;Part-Time Assigned FTE %: 60.00.
You can change these each time that you create a new Instructor Assignment Class. However, in order to minimize this type of change, pay special attention to the values that you enter. Try to make them as accurate as possible so that you can take full advantage of the data entry benefit this default provides
Look back at instructor A's Term Workload record.

Notice that the instructor already has an assigned FTE percent value for the term. Because of this, the default full-time assigned FTE percent value on the Academic Institution 4 page can not be used because instructor A does not need to rely on default FTE percent values for this term. Instead, instructor A has an assigned FTE percent value of 100. This means that instructor A can never be assigned to more than 100 percent of the full-time standard (set up as 9 hours on the Assignment Type page for both ADV and LEC).

Test the Workload Limits

Close the Academic Institution 4 page, leaving just the Term Workload page open.

To test workload limits:

In the same term that you have been using, manually assign instructor A to a second advising assignment worth 4 workload hours.

This takes instructor A over the assigned FTE percent of 100 (or 9 hours in this example). Exit the workload hours field, attempt to save the page, and notice the hard warning or error that appears.
If you want to override this and save the assignment, you must increase the assigned FTE percent.

Set the percentage to 120, and try the assignment again. On second attempt, you should receive only institution soft warnings.
Save the page.
Before you move on to the next test, delete the second advising row that you just inserted, and set the assigned FTE percent to 110.

Instructor A should now have two rows on the Term Workload page for this term: one for advising the Math Club and another for the math course. The total term FTE percent should be 66.66 percent.
Save.

Limits Elicited by Using the Meetings Page

Select select Curriculum Management, then select Schedule of Classes, then select Maintain Schedule of Classes.

Enter the same term, subject, and course that you used in the previous steps, and click Search.
Select the Meetings tab.
On the Meetings page Workload tab, go to the row in the grid for instructor A and manually enter a workload hour value of 6.5 for this math course, exit the field, and try to save.

You should get a soft warning that this creates a workload over the institution-wide preference, but you can save because you are not exceeding instructor A's individual assigned FTE percentage for the term.
Save but do not exit the page.
Return to the workload field and change the 6.5 to 7,exit the field, and try to save.

Notice that you get the hard warning and error that this exceeds instructor A's allowable assignment FTE percentage. The system does not permit you to save. The only way to override this and continue would be to navigate back to the Term Workload page for this individual and increase his or her assigned FTE percentage for the term.
Exit the page without saving.

Limits Viewed by Using the Workload Copy Report

Running the Workload Copy/Update process disregards error and warning limits so that the overall process runs successfully and completely. However, there is a follow-up report that tells you which individuals were assigned and whether either their individual assigned FTE percentages or institution-wide warning limits were exceeded.

Because you know that, in the previous example, instructor A has a total term FTE percentage in excess of the institution-wide warning standard, let's run the report and see how this instructor appears on the report.

Select select Curriculum Management, then select Roll Curriculum Data Forward, then select Workload Copy/Update.
Enter a run control.

Select Add a New value.
Select the Report Only check box and enter the term that you have been using.
Save.
Click the Run button, select your process scheduler parameters, and click the OK button.
Allow the process to complete, then click the Report Manager link.
Enter a process type of SQR Report, then click the Refresh button.

The Workload Copy and Recalc (workload copy and recalculate) report should appear in the report list.
Click the View link to view the report.
Select the SRWRKLD.PDF file to view the report.

In viewing the report, you can see that the instructor A appears under the Reporting Full-Time Instructors with Workload over Warning Limit (100 percent) heading.

At this point, you wonder why you have sections entitled Reporting Instructors with Workload over Allowed Assignment.

If there is a hard warning in the system, how could individuals ever get in this predicament? Remember what happens when you run the Workload Copy/Update process from one term to another. The process can assign workload that exceeds limits if setup values differ between terms. This is why it is imperative that you always view this report after you run the Workload Copy/Update process. If you find that any individuals have exceeded their assigned FTE percentages for the term, you can easily identify them and modify their term workload records. You can also make adjustments on the Meetings page.
Because you will not run the Workload Copy/Update process at this time, close the report and exit the Update Workload page.

Walk Through Cleanup

Even though you are now in a test database, before you complete this exercise, you might want to clean up all of the data that you have just entered. To do so, follow these steps:

Remove Instructors A and B From the Math Course.
Select select Curriculum Management, then select Schedule of Classes, then select Maintain Schedule of Classes.
Enter the same term, subject, and course that you used above.

Click OK.
On the Meetings page, delete both rows in the grid for instructors A and B, exit the field, and save.
Delete the Term Workload Records for Instructors A and B.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Term Workload.
Enter an ID for instructor A and a code for your institution, and click OK.
Delete appropriate term data.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Term Workload.
Enter an ID for instructor B and a code for your institution, and click OK.
Delete appropriate term data.
Remove Workload Hours for the math course.
Selectselect Curriculum Management, then select Schedule of Classes, then select Adjust Class Associations, then select Class Components.
Enter the institution, term, and course that you have been using, and click OK.
Delete the workload hours of 3 for the lecture component and save.
Select select Curriculum Management, then select Course Catalog, then select Course Catalog, then select Correction.
Enter the institution and course that you have been using, and click OK.
Delete the workload hours specified for the lecture component and save.
Remove Subject Component Multiplier for the Math Course.
Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Academic Subject Table, then select Subject Workload.
Enter the code for your institution and the code for the math course, and click OK.
Delete the row for lecture and save.
Turn off the feature at the institution level.
Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Academic Institution Table, then select Academic Institution 4.
Enter the code for your institution, and click OK.
Go to the row inserted with today's date, delete this row, and save.
Delete instructor assignment classes.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Assignment Class, then select Correction.
Enter the instructor assignment class of PT, and then click OK, Delete, and Save.
Select select Curriculum Management, then select Instructor/Advisor Information, then select Instructor Assignment Class, then select Correction.
Enter the instructor assignment class of FT, and then click OK, Delete, and Save.
Delete assignment types.
Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Assignment Type, then select Correction.
Enter an assignment type of ADV and the code for your institution, and then click OK, Delete, and Save.
Select select Set Up SACR, then select Foundation Tables, then select Academic Structure, then select Assignment Type, then select Correction.
Enter an assignment type of LEC and the code for your institution, and then click OK, Delete, and Save.

Note: You cannot inactivate or delete the autocreated NON assignment type. Leave this value as delivered.