NEW FACULTY DATA FORM INFO SESSIONS- HOW TO GUIDE Office of the

NEW FACULTY DATA FORM INFO SESSIONS- HOW TO GUIDE Office of the Provost Updated, September 2022

INTRODUCTION TO THE FACULTY DATA FORM Dear Faculty Data Form User, The slides included in this PowerPoint presentation provides you with instructions for completing and submitting a Faculty Data Form (FDF). And, you will find additional information about the purpose of the form, the functions, and how to navigate the new form and dashboard. Thank you for reviewing this information. Faculty Affairs Office of the Provost

CONTENT UAB Faculty Data Form Overview Current Faculty Data Form Transition & Implementation Schedule New Form Features and Functionality Creating A Faculty Data Form Q&A

FDF – Primary Functions Primary Data Entry Form Primary/Secondary Appointments Center and Administrative Appointments Tenure Status Query View Form Self-Service View Form Administrative Views Additional Features Attachments Workflow Approval Routing via WAM Dynamic Approval Routing

Form Content Overview Earned Degrees/ Certification Degree Discipline Location Primary Appointment Secondary Appointment Center Appointment Rank School or College Appointment Type Appointment Length Appointment Date School or College Position Title Date Appointed School or College Administrative Appointment Position Title Date Appointed School or College Tenure Status Initial Appointment Date Tenure Award Date Tenure Review Date

What’s New On the Faculty Data Form? Look-and-feel Navigation Named Title Field Field Lockdown Different Functionality Center and Secondary Appointments Approvals Graduate School Appointments Editing capabilities for Central Administration Help Tools (Hover Overs) Document Cancel Graphical Workflow Display

Available Functionalities Printing/Print View Uploading Docs/Attachments Admin Reports Email Notifications Dashboard Form Cancel Transaction Types Screen FAQs with Search Filter Return to Requestor

Dashboard & Navigation Dashboard Menu Impersonate Feature Submitted Forms Forms for Approval

How To Create The FDF? Choose To Begin New FDF

Main FDF Landing Page

How To Create The FDF? Select Transaction Type Enter ACT Document Number

Faculty Data Form Available Fields Available fields will be related to Transaction Type selected

Faculty Data Form Data Entry

FACULTY DATA FORM DATA ENTRY

Faculty Data Form – Form View View Submitted Form

Faculty Data Form – Workflow View View Form in Workflow

Faculty Data Form – Approve And Submit To Approve Select Approval Type Submit Form (Approved)

Faculty Data Form – My Approvals Select To Review Forms You Have Approved Opens Faculty Data Form (Read-Only)

FAQS 1) Will I be able to see old/legacy FDFs that were completed before the new form? Yes. A Legacy Dashboard will be available on the Forms Dashboard. 2) What if I have forms in process at the time of the switch over? Any outstanding or pending FDFs at the time of the switch-over will be approved in the old UAB Forms system. After December 8th, any outstanding FDFs will need to be redone/resubmitted in the new FDF Forms System. 3. What is the ‘Named Title” field? This is a new field that corresponds with an Oracle/ACT field by the same name. It allows faculty members to include additional descriptors for their titles (Kirby I. Bland, M.D., Endowed Professorship in Surgery)

FAQs Continued 4) I have never processed a FDF for Graduate School Appointments. Why did that change? Allowing each department to add the Graduate School appointment information to the Faculty Data Form streamlines and expedites the process. Before now, this option was not available on the FDF. Additional instructions for this feature will be addressed in training. 5) How does this impact the Faculty Data Correction Project that is in process? Any Faculty Data Form that has been submitted prior to implementation of the new form can be approved in the old through December 8, 2019. system

FAQs Continued 6) What if I have not completed all of the FDFs that I need to do for the Faculty Data Correction Initiative? Beginning November 25, 2019, if you need to submit FDFs as part of the Faculty Data Clean-Up process, you will submit those FDFs in the new system. 7) How do I access the new FDF? From UAB Forms on Admin Systems Page; just like now. 8) Did the center and secondary appointments process change? Yes. The new workflow allows secondary and center appointments to bypass approval steps and move to HR. Departments will receive notifications. 9) Will I have access to report views for FDFs in my unit? Yes. Links to various report views will reside on your dashboard.

INFORMATION FROM ROLL OUT OF NEW FORM IN 2019

Transition Plan & Implementation Schedule Old FDF Closes Process FDFs in new system 11/22 11/25 New FDF Available Last Day to approve old FDFs 12/8 12/31 Old FDF will be retired

WHAT STAYS THE SAME? Same Purpose Same Process Same Requirements (see HR Transaction Documents Guide) Same Attachments Same Workflows (except center/secondary)

Why Change The Faculty Data Form Now? Electronic Form implemented in 2012 University moving forms to new platform Opportunity to enhance form and process FDF moves faculty appointment data to Oracle and other downstream systems

Information & Resources Need Assistance? FAQs ASK IT ([email protected] or 6-5555) Faculty Affairs Team at [email protected] or 4-0513

THANK YOU!