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 –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 data could be extracted –Integrated with developments in MIS

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 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, 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, 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 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 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 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 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: –Cost consciousness –MIS reports with WAM data an integral part –Enhanced decision-making –Better management of staff with WAM data an integral part