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Experience of MAW Systems Integration Edinburgh Napier University Dr Jenny Rees Vice-Principal (Academic Quality 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 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

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

WAM Guidelines Development University group developed WAM Guidelines – Members included Academics, Heads of 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

WAM Guidelines • Created a Unit Based System – Guidelines indicate the number of 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

WAM System Design • Uses the TRAC High Level Categories – (Teaching, Research, Other, 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

WAM / TRAC Categories • Teaching – Contact, Assessment, Module-leadership, Preparation, – Personal Tutorials, 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

WAM Integration Needs • Web application to model and record workload allocation developed in-house 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

Software Development Effects • WAM System uploads data from other systems • WAM only 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

Human systems integration • Who leads this? – VP(R&KT) initially – VP with responsibility 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

High Level Benefits of WAM Data • Framework of guideline allowances used for workload 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

Sustainable Future • Guideline allowances arrangements sustainable • Lead and impetus for next steps: 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