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Experience of MAW Systems Integration

Experience of MAW Systems Integration. Edinburgh Napier University Dr Jenny Rees Vice-Principal (Academic Quality & Customer Service) and Professor Jon Kerridge TRAC Academic Manager. Background – TRAC Data Collection. TRAC-STA data was collected tri-annually Whole University Exercise

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Experience of MAW Systems Integration

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  1. Experience of MAW Systems Integration Edinburgh Napier University Dr Jenny Rees Vice-Principal (Academic Quality & Customer Service) and Professor Jon Kerridge TRAC Academic Manager

  2. Background – TRAC Data Collection • TRAC-STA data was collected tri-annually • Whole University Exercise • Data integration and uniformity was hard • Schools with existing workload models provided more robust STA data • Even most recent STA data had to be modified before first use due to inconsistencies in time recording • STA was refined again after the 2008 RAE outcome

  3. Outcome University decided to develop a workload allocation system (WAM) from which • TRAC-STA data could be extracted • Integrated with developments in MIS

  4. WAM Guidelines Development University group developed WAM Guidelines • Members included Academics, Heads of School, Faculty Managers, Trade Unions. • Schools with and without workload models included • Four of the nine schools already had workload models of varying sophistication • Took nearly one year’s effort

  5. WAM Guidelines • Created a Unit Based System • Guidelines indicate the number of units that can be allocated for a specific activity • Guidelines are flexible • Guidelines reviewed on an annual basis • Changing workload • In the light of comparisons between Schools and Faculties • Academics have to sign off allocation each trimester as a true reflection of their workload

  6. WAM System Design • Uses the TRAC High Level Categories • (Teaching, Research, Other, Support ) • Each category is subdivided into a small number of activities • 23 activities in total • All workload is allocated to an activity using the WAM Guidelines

  7. WAM / TRAC Categories • Teaching • Contact, Assessment, Module-leadership, Preparation, • Personal Tutorials, Placement Visits, Module / Programme Development, Scholarship, Other Teaching, • Administration (Non-Module), Professional Development, Overseas Delivery • Research • Support, Napier Funded Research, PGR Supervision, Funded Research, KTP • Other • Support, Contract Target, Contract Delivery • Support • University Support Activities, Committee Work, Personal Allowances

  8. WAM Integration Needs • Web application to model and record workload allocation developed in-house • Used input from existing University data systems • Student Record System (SITS) • For module related data • Human Resources System (SAP) • For staffing data • Finance System (Agresso) • For funded research project data

  9. Software Development Effects • WAM System uploads data from other systems • WAM only stores Workload Allocation Data • Does NOT store data that could be stored elsewhere • Influenced aspects of MIS Development • Data Definitions Project • Automated Change Management System • Creation of an automated University Code Book • Regular Meetings of System Managers • Systems Managers more aware of changes / developments that might affect their own system

  10. Human systems integration • Who leads this? • VP(R&KT) initially • VP with responsibility for academic/ planning ... • Who owns this? • Finance • Academic managers • C&IT • HR

  11. High Level Benefits of WAM Data • Framework of guideline allowances used for workload allocation across the University • Management / staff • Consistency, equity, transparency, supported by managers and unions • Additional management information for resource decisions and to support cost consciousness • Feeds TRAC return

  12. Sustainable Future • Guideline allowances arrangements sustainable • Lead and impetus for next steps: • Cost consciousness • MIS reports with WAM data an integral part • Enhanced decision-making • Better management of staff with WAM data an integral part

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