FWL Department Term Summary

Purpose: Use this document as a reference for how to use the Department Term Summary page generates a list of all faculty active contracts, with the FTE% for a single term or range of terms, by a single or multiple HR Departments.

Audience: Class Scheduling Staff, Deans & Division Administrators, HR\Payroll Staff

Navigation:  Main Menu > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Department Term Summary

After instructor pay has been calculated and the contract(s) generated the Department Term Summary page can be used to pull lists of all faculty contracts for a single department, all departments in a division, or all departments at an institution. Each contract, with the total FTE% value of the contract is displayed in the result.  The list can be exported into an Excel spreadsheet.

Single Department/Single Term

  1. Enter the Search Criteria:
    • Institution: Enter the institution (e.g. WA171), or use the look up.
    • HCM Department: Enter the HR Department value (e.g. 98718), or use the look up. HR Department values are tied to the emloyee's job data record, as seen in the Position/Job Summary section in Maintain Faculty Workload.
    • Term From: Enter the term.
    • Term To: Enter the same term as entered above.
  2. Click Search.
Department Term Summary
  1. After clicking Search, the results returned will be sorted in order by Department, Empl ID and Term.
  2. Search criteria can be changed, (different departments, different terms) and changes will be reflected in the search results once the Search button is clicked.

Multiple Departments / Multiple Terms

  1. Enter the Search Criteria:
    • Institution: Enter the institution (e.g. WA171), or use the look up.
    • HCM Department: Enter the HR Department value (e.g. 98718), or use the look up. Click the plus (+) symbol to add additional rows (e.g. 98720).  HR Department values are tied to the emloyee's job data record, as seen in the Position/Job Summary section in Maintain Faculty Workload.
    • Term From: Enter earliest term in the range (e.g. 2157) or use Look Up.
    • Term To: Enter the latest term in the range (e.g. 2163) or use Look Up.
  2. Click Search.
Department Term Summary
Department Term Summary Look Up

Note: Entering some search criteria in the Look Up window and clicking the Look Up button will narrow down the list of items to pick from.  All departments, both Finace specific and HCM specific will appear in the Look Up window.  

  1. After clicking Search, the results returned will be sorted in order by Department, Empl ID and Term.
  2. Search criteria can be changed, (different departments, different terms) and changes will be reflected in the search results once the Search button is clicked.

Export Search Results to Excel

  1. (optional) To download the search results and open in Excel, click the Export icon, circled in red above.
  2. In the Opening ps.xls pop-up window, click the 'Open with' radial button to activate the OK button.
  3. Click the OK button.
Department Term Summary
  1. The system will open Excel and a Microsoft Excel message window will appear asking you to verify that the file is not corrupted and is from a trusted source.  
  2. Click the Yes button.
Microsoft Excel Message Window

Note: PeopleSoft will support a user having multiple Excel export records open.  The first will be named ps.xls, and each subsequent export file will increment up in number, such as the ps-20.xls file open in the example above.

  1. Clicking 'yes' will open the search results in Excel where it can be reformated and saved to your local drive using whatever naming convention is desired.
Microsoft Excel Spreadsheet

Personalizing the Search Results Display

For users who prefer to have their Search Results display in a different column order or sort order, using the "Personlize' option will provide tailored output.  Personalized output will retain its formatting when exported to Excel.

Department Term Summary

In the Personalize Column and Sort Order pop-up window there are two boxes.  The first box controls the Column Order.  

  1. Click on a field in the Column Order box (e.g. Empl ID).
  2. Use the Up and Down arrows between the two boxes to move the field to the left (up) or right (down) in the Search Results display.
  3. Click the Hidden check box if there is a field you do not want displayed in the Search Result.
  4. Clicking the Frozen check box will lock a field heading from allow a re-sort when output is displayed.
Personalize Column and Sort Order
  1. Click on a field in the Column Order box (e.g. Empl ID).
  2. Use the Right arrow to copy the field to the Sort Order box.
Personalize Column and Sort Order
  1. To select secondary sort order criteria, select another field in the Column Order box  (e.g. Empl Rcd#).
  2. Use the Right arrow to copy the next field to the Sort Order box.
Personalize Column and Sort Order
  1. Use the Up and Down arrows to the right of the Sort Order box to change the primary and second fields used for sorting output in the Search Results display.
  2. Click the 'Descending' check box if there is a desire to sort the values in a particular field in descending rather than ascending order in the Search Result.
  3. Clicking the 'X' will remove a field from the Sort Order box.
  4. Click Preview to see a sample of how the new Search Result will display.
Personalize Column and Sort Order Preview
  1. Click OK to preserve the personalized column and sort order.

Alert: If the instruct was calculated and paid under one Employee Record Number, then the contract was recalculated under a different Empl Rcd Nbr, then two rows for the same contract will display and the FTE% will be proportionally split.